# Client intake follow-up email: confirm decisions and open questions

A client intake follow-up email should confirm the agreed brief, isolate unresolved questions, and assign the next actions.

Canonical source: https://recruitrecap.com/blog/recruiting-intake-follow-up-email
Author: Recruit Recap editorial team
Published: 2026-10-06T13:45:00+11:00

A client intake follow-up email should confirm the agreed brief, isolate unresolved questions, and assign the next actions. It should be short enough for the client to correct without rereading a transcript.

## Use an explicit confirmation structure

The following is a fictional, reusable email framework. Replace the bracketed fields with reviewed details and use your agency's approved client communication process.

> Subject: [Role] intake recap — decisions and items to confirm
>
> Thank you for today's discussion. My understanding is that the role will own [responsibilities], with [essential experience] as the initial screening focus.
>
> We confirmed [work arrangement] and [approved compensation details]. The proposed interview process is [steps], subject to [remaining dependency].
>
> Please confirm [specific unresolved question]. We will [agency action] by [date]. Your team will [agreed client action] by [date]. Please flag any correction before we use this version for candidate conversations.

Do not retain a sentence beginning “We confirmed” if the item was only proposed.

## Keep the attachment and email aligned

| Item | Check before sending |
| --- | --- |
| Role scope | Same responsibilities in email and brief |
| Requirements | Essentials separated from preferences |
| Budget | Components and approval status preserved |
| Timing | Real dates and owners, not vague urgency |

An email that says one thing while the attached brief says another creates two competing sources. Review both together.

## Make the client's next action easy

Ask specific questions instead of “Any thoughts?” If office attendance is unresolved, ask the client to confirm the expected arrangement. If stakeholders disagree about scope, identify the decision owner rather than inviting an undefined group to respond.

Silence does not necessarily mean approval. Follow the agency's agreed client confirmation process. Do not mark a brief approved simply because the message was sent or opened.

## Store the confirmed outcome

When the client replies, update the brief and open-question log. Record the date and source of the decision. The final agreement should be accessible to recruiters who were not on the email thread.

Use the [client intake template](/blog/recruitment-client-intake-template) to prepare the source record and the [change log](/blog/recruiting-search-brief-change-log) for subsequent revisions. Recruit Recap can draft structured meeting write-ups, but this email template is an editorial aid. It does not mean the product automatically sends emails or treats a draft as client approval.