Free templates
Lead follow-up templates: a speed-to-lead sequence you can copy
Reply to every new lead within minutes, then follow up on a schedule: a same-day call, a next-day message, a check-in a few days later, and a light nurture after that. The templates below cover each step for new inquiries and for estimates that haven’t been accepted yet.
Tips before you send
- Send the first reply automatically so it goes out in minutes, even after hours.
- Stop the sequence the moment the person replies.
- Mix text, email and phone — people answer different channels.
- Keep every message short and give one clear next step.
New inquiry sequence
Instant text (automatic)
Hi [First name], this is [Your name] with [Business] — thanks for reaching out about [service]! I’ll call you shortly. If it’s easier, you can grab a time here: [Booking link]
Instant email (automatic)
Subject: Got your request, [First name] Hi [First name], Thanks for contacting [Business] about [service]. Here’s what happens next: [Your name] will call you within [timeframe] to learn a bit more and find a time that works. Want to skip the wait? Book directly: [Booking link] or call us at [Phone]. [Your name] [Business]
No answer — same day
Hi [First name], tried calling about your [service] request. When’s a good time to reach you? Or just reply here and we’ll sort it out by text.
Next day
Hi [First name], following up on your [service] request with [Business]. We have openings on [day] and [day] — would either work for you?
Day 4 check-in
Hi [First name], still happy to help with [service] whenever you’re ready. Any questions I can answer in the meantime?
Long-term nurture (monthly)
Hi [First name], [Your name] from [Business] here. [One useful tip or seasonal reminder]. If [service] is still on your list, we’d be glad to help — just reply.
Estimate follow-up sequence
Same day as the estimate
Hi [First name], thanks for having us out today. Your estimate for [project] is here: [Link]. Happy to walk through any of it — just reply or call [Phone].
3 days later
Hi [First name], checking in on the [project] estimate. Any questions, or anything you’d like us to adjust?
1 week later
Hi [First name], I know [project] is a big decision. If it helps, here’s what past customers said about similar work: [Reviews link]. We can hold your spot on the schedule for [timeframe].
Final check (2–3 weeks)
Hi [First name], I don’t want to fill up your inbox — should I keep your [project] estimate open, or close it out for now? Either answer is totally fine.
Frequently asked questions
How fast should I reply to a new lead?
Within minutes if you can. Many people contact several businesses and go with the first good response.
How many follow-ups is too many?
Stop when they reply or say no. Otherwise, a handful of touches over two to three weeks, then a light monthly nurture, is reasonable.
Should follow-up be automated?
Automate the timing of the first reply and reminders; keep real conversations with people.
Two ways to work with us
Learn to build it, or have it built. You own it either way.
- Option 1
We teach you
Build it yourself, with an expert in your corner.
Your team sets up each system with our step-by-step playbooks, working sessions and reviews of their work. You learn it by doing it.
- Step-by-step playbooks and templates
- Working sessions with your team
- We review what you build and fix gaps
- Best if you have someone to own it
- Option 2
We set it up for you
Done for you, in your accounts — then handed over.
We build the systems inside your own accounts, then hand them over with training so your team can run them — or keep improving them with us.
- We do the building and connecting
- Everything in your accounts, in plain view
- Handover training and playbooks
- Best if your team is stretched thin
Not sure which fits? Most businesses mix the two — we’ll recommend a split after we look at what you have.