The recap email, line by line
What Mesh puts in a client recap email, in what order, and the rules Mesh drafts it by, before you review it and send it from your own mailbox.
The draft: Written when you ask for it
A recap email tells your client what you agreed, who does what, and by when. It is short, and it is the record your client keeps. Mesh drafts it from the meeting. You decide what goes out.
Mesh does not draft a recap after every meeting unless you tell it to. The third step of the review on the meeting page is the recap email. Press Draft recap email, and Mesh writes one from the meeting’s summary and its action items.
If you want a draft after every meeting, turn on a workflow that drafts the recap when a meeting is complete. Either way, the result is a draft that waits for you.
Recap email
Drafted in your voice · copy, open as a draft, or send
- To
- robert.caldwell@example.com
- Subject
- Meeting recap, Oct 1
Line by line: A fixed order, top to bottom
Mesh tells the AI to write every recap in the same order. Mesh writes the subject and the greeting itself, in code, so they come out the same way every time. The AI writes the rest, and Mesh gives it a fixed set of rules.
| Part | What it holds | Written by |
|---|---|---|
| Subject | “Meeting recap, Oct 1”: the meeting date, in your workspace time zone | Mesh |
| Greeting | “Hi Robert,”: the client’s first name only | Mesh |
| Opening | One or two sentences on what the meeting was about | The draft |
| What we decided | The decisions, one per line | The draft |
| What I’ll do | Your next steps, from the items you own | The draft |
| What you’ll do | Your client’s next steps, from the items they own | The draft |
| Correction line | One line that asks the client to reply if anything is wrong | The draft |
| Sign-off | Your name, and nothing else | The draft |
Mesh does not leave the greeting to the AI. It adds “Hi” and the client’s first name itself, so the greeting is never a full name. If Mesh has no name for the client, the greeting reads “Hi there,”.
The three headings are plain lines, not formatting. By rule, each one appears only when it has content, so a meeting with no decisions has no “What we decided”. The items sit under their heading as lines that start with a hyphen.
Mesh gives the draft your steps and your client’s steps already split by owner. The rules forbid the draft to move a step to the other person, or to add a step that nobody said. It may use only the dates that came from the meeting.
The rules also set the sign-off: your name only, with no firm name and no title. The correction line gives your client an easy way to tell you that you have a date or a detail wrong.
The rules: No figures, no promises, plain text
A recap goes to a client, and the client can forward it. So the rules are strict about what a draft may say. Most of them are instructions to the AI. Some are also checked in code after the draft is written, because an instruction is not a guarantee.
| Rule | How Mesh applies it |
|---|---|
| No dollar amounts | A drafting rule, and a check on each recap that Mesh drafts |
| No percentage return or account number | A drafting rule: write “the amount we discussed” in place of a figure |
| No promises | A drafting rule, and a check for words such as “guaranteed” and “risk-free” |
| No unfilled blanks | A check for gaps such as “[Client Name]” |
| Only what was said | A drafting rule: stated commitments and stated dates only |
| Plain text | A drafting rule; Mesh also removes bold, heading and code marks |
| No stock opener or closer | A drafting rule; Mesh also removes an opener such as “I hope this finds you well” |
| 120 to 250 words | A drafting target; past 400 words, Mesh asks for a rewrite |
| You review and send | Nothing goes to a client until you approve it |
| Your own mailbox | The email goes out from your mailbox |
When a draft fails the check, Mesh asks the AI for one rewrite and tells it what the check found. Mesh then keeps the better of the two drafts. If that draft still fails the check, Mesh keeps it and does not mark it for you. So read every recap for figures and promises before you send it. Nothing goes to a client until you approve it.
Before the AI reads the summary and the action items, Mesh replaces the names it knows with placeholders: your client, you, the meeting’s attendees and each item’s owner. It puts the real names back in the draft after. A name Mesh does not know, such as a client’s child who is named only in the summary, goes to the AI as written. What Mesh removes before the AI writes your notes.
If your client needs a figure, add it yourself before you send. Then it is your sentence, not the draft’s.
The send: Your review, your mailbox
No email goes to a client until you approve it. When a recap is ready, the recap step gives you three buttons.
- Copy
- Copies the To line, the subject and the body, for any mail app you use.
- Open as draft
- Opens the email in your mail app, filled in. Edit it there, then send it yourself.
- Send
- If Mesh can send through your connected mailbox, it first asks you to confirm the recipient and your address. If not, Send opens your mail app, and Mesh then asks whether you sent the email. It does not assume.
Either way, the email goes out from your own mailbox. Your firm’s archiving and supervision capture it like any other email you send. Mesh never reads your inbox: its email access is send-only.
Before you send, read the recap once as your client will. Check that each step is under the right person, that each date is one somebody said, that any figure in it is one you added, and that nothing sounds like a promise. Then send it while the meeting is still fresh for both of you.
Next: Your next meeting, written up
Request early access to try Mesh on your own client meetings. Nothing goes to a client until you approve it. Notes and tasks go to Redtail when you push them, or when a workflow you set up runs.