# Follow-up emails

> Spiich drafts one follow-up email per meeting, with recipients, Cc and an editable body. It never sends anything: you open the draft in Gmail, Outlook web or your mail client and press Send yourself.

- Source: https://spiich.ai/help/meetings/follow-up-emails
- Section: Meetings
- Who can do this: Everyone
- Last updated: 2026-08-24

The follow-up email is the last stage of the meeting cycle. Spiich writes the draft; you send it. There is no configuration in which Spiich sends mail from your mailbox, and there is no setting that changes that.

## How the draft is produced

After a meeting you recorded, the **Follow-up email** job of the post-meeting agent writes one email for that meeting. It uses the meeting's summary and transcript, the CRM records involved, and your earlier correspondence with the attendees, and it distinguishes internal recipients from external ones. The draft carries recipients, Cc and a body, and often more than one body variant so you can pick a tone.

You control how eager it is under `Settings > Meeting Agent > Post-meeting agent > Follow-up email`:

| Level | When a draft is written |
| --- | --- |
| `Off` | No follow-up email is drafted |
| `Careful` | Only when a follow-up was promised or requested in the meeting |
| `Balanced` | When there is a concrete next step and a clear recipient |
| `Proactive` | Whenever a message could move the next step forward |

`Extra instructions` on the same card takes house rules, for example "Keep it under five sentences and sign off with my first name."

You can also get a draft without a recording: write into the meeting's notes and click `Process Meeting`, which updates the CRM and then drafts the follow-up.

## Nothing is ever sent for you

Spiich holds read-only access to your mailbox. It cannot send mail, and it cannot save a draft into Gmail or Outlook either. The draft lives on the meeting inside Spiich until you hand it to your own mail client.

> **Note:** `Apply directly` under the post-meeting agent affects CRM writes only. It has no effect on email. There is no mode in which an email leaves your mailbox without you pressing Send.

Drafts persist to the meeting, so navigating away, reloading, or switching between meetings does not lose one. A meeting can hold several drafts, and previous and next controls step between them.

## Send it

1. **Open the meeting's Email tab**
   In My Day, open the meeting and go to `Email`. A count next to the label tells you how many drafts exist.

2. **Pick a variant and edit it**
   Where several body variants were produced, switch between them at the top of the card. Recipients and Cc are editable chips, and typing @ in the recipient field searches people in your CRM. Subject and body are editable in place.

3. **Hand it to your mail client**
   Click `Open in Gmail`, `Open in Outlook web`, or `Open in Mail` for your desktop client. Which buttons appear depends on the provider connected to your account. The chevron beside the button switches between the web client and the desktop one, and Spiich remembers the choice.

4. **Press Send there**
   Your mail client opens with everything pre-filled. Read it, change anything you want, and send it from your own mailbox.

`Copy email` puts the whole draft on your clipboard instead, which is the route to take if you compose somewhere Spiich does not open directly.

## Revising a draft

Ask in the meeting's own chat, beside the notes. It can revise the visible draft in place: shorter, warmer, drop the pricing paragraph, add the date you agreed. You do not have to start a new draft to change one.

## Limits

- One draft per run. A meeting can accumulate several drafts over several runs, navigable with previous and next.
- Spiich never sends the email and never saves it into your mailbox.
- Compose links have length limits: roughly 2,000 characters for a desktop mail client and roughly 8,000 for Gmail or Outlook web, and encoding inflates plain text by two to three times. A draft above the limit is copied to your clipboard instead, with a toast telling you where to paste it.
- The draft is built from what Spiich can see. Without a connected mailbox it has no earlier correspondence to draw on.
- Background agents can email you reports, but only workspace members chosen from a picker, and those are sent by Spiich rather than from your mailbox. That is a separate feature from meeting follow-ups.

## If something goes wrong

- **The Email tab says `No draft email`.** Either `Follow-up email` is off, the level was too conservative for this meeting, or the draft has not been written yet. Check the setting, raise the level, or ask for a draft in the meeting chat.
- **`Open in Gmail` copies to the clipboard instead of opening.** The draft is too long for a compose link. Open a new message and paste; recipients and subject came along with it.
- **The card offers `Open in Mail` but not Gmail or Outlook.** No mailbox is connected, so Spiich cannot tell which web client you use. Use the chevron to pick one and connect, or connect under [`Settings > Integrations`](https://app.spiich.ai/settings/integrations).
- **The draft names the wrong next step.** Revise it in the meeting chat, then put the rule in `Extra instructions` so the next one is right.

## Frequently asked questions

### Can I make Spiich send follow-ups automatically?

No. Spiich has read-only access to your mailbox by design and there is no setting that lets it send on your behalf. Every follow-up is a draft you open in your own mail client and send yourself.

### Does the draft appear in my Gmail drafts folder?

No. Spiich cannot write into your mailbox at all, drafts included. The draft lives on the meeting in Spiich until you click one of the open buttons, which pre-fills a new message in your mail client.

### Why do I get several drafts on one meeting?

Each agent run, and each time you ask for a draft in the meeting chat, adds one. Use the previous and next controls on the Email tab to move between them and send the one you want.

### Can I change the tone of every follow-up rather than editing each one?

Yes. Put the instruction in `Extra instructions` under `Settings > Meeting Agent > Post-meeting agent > Follow-up email`. It applies to every future draft, and the box takes up to 20,000 characters.

## Related

- [Meeting notes and CRM updates](https://spiich.ai/help/meetings/meeting-notes-and-crm-updates)
- [How Spiich handles meetings](https://spiich.ai/help/meetings/how-meetings-work)
- [Connect Outlook and Microsoft 365](https://spiich.ai/help/connect-your-tools/connect-outlook-and-microsoft-365)
- [Meetings or emails are missing](https://spiich.ai/help/troubleshooting/email-calendar-problems)
- [Spiich for meetings](https://spiich.ai/product/meeting)
- [Privacy](https://spiich.ai/privacy)