Sales Follow-up Email (Australian Spam Act check)

What it does

Reads messy call notes, pulls out what was agreed, who owns each next step and by when, and drafts a follow-up email under 150 words that is ready for you to review and send. It then checks the draft against the Spam Act 2003 basics so a commercial email goes out with consent, clear sender details and a way to opt out.

When to use it

• Right after a discovery, quote or proposal call.
• After a site visit or meeting where you promised to send something.
• When you want an internal recap for your team as well as the customer email.

What you need

• Required: your call notes (typed, dictated or a transcript), the contact's name and email, and your business name.
• For the compliance check: how the person gave consent to hear from you (for example, they asked for the quote on the call), your legal business name or your name and ABN, your contact details, and how people unsubscribe.
• Optional connectors, if you already use them: Gmail or Microsoft 365 Outlook to save a draft, HubSpot or Pipedrive to log the email, Slack or Teams for the internal recap. Claude drafts only. You send.

Steps for Claude

1. Extract: the people, what was discussed, what was decided, what is still open, and any dates.
2. Open with one sentence stating the outcome of the call. Skip pleasantries.
3. List up to four next steps, each with an owner ("I will", "You will") and a date. If no date was given, write "(date to confirm)".
4. End with one clear request and a deadline. Keep the email under 150 words, in Australian English, peer to peer.
5. Run the compliance check below and show the result under the draft.
6. If the notes are too thin, say so above the draft. If the notes suggest the customer was not engaged, add a private note suggesting a softer ask.

Compliance check (show under every draft)

• Consent: How did this person agree to receive messages from you? Express consent can be given on a form, by ticking a box, over the phone or face to face. Record who gave it, when and how. If there is no consent, flag it and do not suggest sending.
• No consent-request emails: You cannot send an electronic message asking for consent, because that is itself a marketing message.
• Sender: Does the email accurately identify your business (legal name, or your name and ABN) and include correct contact details?
• Unsubscribe: If the email promotes your goods or services, include a clear unsubscribe line, for example "Reply 'unsubscribe' if you'd rather not hear from us." It must work for at least 30 days, charge no fee, not require a login or extra personal details, and be honoured within 5 working days. Your sender details must stay correct for at least 30 days too.
• Claims: Are prices in AUD, marked as including or excluding GST, and does every claim match what was actually agreed?

Output format

1. The email, ready to paste, with a subject line.
2. The compliance check as a five-line tick list, with any item that fails in bold.
3. Optional: a three-line internal recap for your team.

Australian rules and sources

• ACMA, Avoid sending spam (consent, identifying yourself, unsubscribe rules): https://www.acma.gov.au/avoid-sending-spam
• OAIC, Direct marketing (the Spam Act covers email, SMS, MMS and instant messages; APP 7 covers other direct marketing): https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/organisations/direct-marketing
• ACCC, False or misleading claims: https://www.accc.gov.au/business/advertising-and-promotions/false-or-misleading-claims

Limits

This is a practical checklist, not legal advice. Whether an email is a "commercial electronic message" and whether consent can be inferred depends on the facts. Check the ACMA page above or get advice if you are unsure.

Example requests

1. "Here are my notes from the call with Mel at Northside Dental. Write the follow-up and check it's Spam Act compliant."
2. "Draft a follow-up to Tom confirming the $6,500 plus GST fit-out quote and the site visit on Friday. He asked for the quote on the phone."
3. "Turn this transcript into a customer follow-up and a short recap I can post in our Teams sales channel."