In today's fast-paced professional world, clear and concise communication is key. Often, important discussions happen over the phone, but without a written record, details can be easily forgotten or misinterpreted. That's where a "Per Our Phone Conversation Email Sample" comes in handy. This type of email serves as a vital follow-up, ensuring both parties are on the same page and have a reference point for what was discussed. This article will explore why using such an email is beneficial and provide practical examples for various situations.
Why "Per Our Phone Conversation Email Sample" Matters
Following up a phone call with an email that starts with "Per our phone conversation" is a professional best practice that offers significant advantages. It acts as a tangible record of your discussion, which is crucial for accountability and avoiding misunderstandings. This written confirmation is important for clarity, project management, and maintaining professional relationships.
There are several reasons why this simple follow-up is so effective:
- Confirms Understanding: It allows you to reiterate key points, decisions, and action items, giving the other person an opportunity to correct any misunderstandings.
- Sets Expectations: Clearly outlines what was agreed upon, including timelines, responsibilities, and next steps.
- Provides a Reference: Serves as an easily accessible record for both parties to refer back to, preventing future disputes or forgotten details.
Here’s a breakdown of what typically goes into such an email:
- Subject Line: Clear and concise, often including a reference to the conversation.
- Opening: A polite reference to the phone call.
- Key Discussion Points: A summary of the main topics covered.
- Decisions Made: Any agreements or conclusions reached.
- Action Items: Who is responsible for what, and by when.
- Next Steps: What will happen next.
- Closing: A professional closing.
Consider this simple table illustrating the flow of information:
| Section | Purpose |
|---|---|
| Summary | Recap of discussion |
| Decisions | Agreed-upon outcomes |
| Action Items | Assigned tasks and deadlines |
Per Our Phone Conversation Email Sample for Following Up on a Meeting
Subject: Following Up - Per Our Phone Conversation Today
Dear [Recipient Name],
Per our phone conversation earlier today, I wanted to send a quick email to recap our discussion regarding [Project Name/Topic].
We agreed that:
- [Key Decision 1]
- [Key Decision 2]
As discussed, my action items are:
- [Your Action Item 1] - By [Date]
- [Your Action Item 2] - By [Date]
And your action items are:
- [Recipient Action Item 1] - By [Date]
- [Recipient Action Item 2] - By [Date]
Please let me know if I've missed anything or if you have any further questions. I look forward to continuing our work on this.
Best regards,
[Your Name]
Per Our Phone Conversation Email Sample for Requesting Information
Subject: Information Request - Per Our Phone Conversation
Hi [Recipient Name],
Per our phone conversation this morning, I'm writing to formally request the following information to move forward with [Task/Project]:
- [Specific Information Needed 1]
- [Specific Information Needed 2]
- [Specific Information Needed 3]
As we discussed, having this by [Date] would be ideal to ensure we stay on track.
Thank you for your prompt attention to this.
Sincerely,
[Your Name]
Per Our Phone Conversation Email Sample for Confirming an Appointment
Subject: Appointment Confirmation - Per Our Phone Conversation
Dear [Recipient Name],
Per our phone conversation just now, I'm writing to confirm our appointment for [Date] at [Time] for [Purpose of Appointment].
The meeting will be held at [Location/Platform, e.g., your office, Zoom link: [Link]].
If anything changes or if you have any questions prior to our meeting, please don't hesitate to reach out.
Looking forward to speaking with you then.
Best,
[Your Name]
Per Our Phone Conversation Email Sample for Clarifying a Discrepancy
Subject: Clarification Needed - Per Our Phone Conversation
Hello [Recipient Name],
Per our phone conversation earlier, I wanted to follow up on the point we discussed regarding [Specific Issue/Item].
To ensure we are both clear, my understanding is that [Your Understanding of the Issue]. Could you please confirm if this aligns with your perspective, or if there is anything I may have misunderstood?
Your clarification is much appreciated.
Thanks,
[Your Name]
Per Our Phone Conversation Email Sample for Outlining Next Steps
Subject: Next Steps - Per Our Phone Conversation
Hi [Recipient Name],
Per our phone conversation earlier today, I wanted to outline the next steps for [Project/Task] as we agreed:
- [Step 1]: [Your Name/Team] will [Action] by [Date].
- [Step 2]: [Recipient Name/Team] will [Action] by [Date].
- [Step 3]: We will schedule a follow-up call to [Purpose] on or around [Date].
Please review these steps and let me know if they accurately reflect our discussion.
Best regards,
[Your Name]
Per Our Phone Conversation Email Sample for Following Up on a Sale
Subject: Following Up on Our Discussion - Per Our Phone Conversation
Dear [Recipient Name],
Per our phone conversation this afternoon, I wanted to send over the information we discussed regarding [Product/Service].
As promised, here is [Attached Document 1/Link to Resource]. We also discussed the possibility of [Specific Feature/Benefit], which I believe would be a great asset for [Recipient's Company/Need].
Please let me know if you have any questions or if you'd like to schedule a time to review this in more detail.
Sincerely,
[Your Name]
Per Our Phone Conversation Email Sample for Acknowledging Feedback
Subject: Regarding Your Feedback - Per Our Phone Conversation
Hello [Recipient Name],
Per our phone conversation, I'm writing to acknowledge the feedback you provided on [Specific Item/Project].
I understand your points regarding [Specific Feedback Point 1] and [Specific Feedback Point 2]. We will be taking this feedback into consideration as we move forward with [Next Action].
Thank you again for your valuable input.
Best,
[Your Name]
In conclusion, a "Per Our Phone Conversation Email Sample" is an indispensable tool for effective business communication. By taking a few moments to draft a follow-up email after a phone call, you can enhance clarity, ensure accountability, and build stronger professional relationships. It's a simple habit that can prevent a multitude of potential problems down the line.