Lead Follow-Up Message Templates

Most enquiries go to whoever replies first. Not whoever’s best - whoever’s fastest. These are the exact templates we set up for clients. Steal them, tweak the tone to sound like you, and use them everywhere.

The golden rule: speed first, polish second. A quick, human “got your message, I’m on a job, I’ll call you at 4” beats a perfect reply three days later. Every time.

1. The instant acknowledgement

Send within seconds of any enquiry - by automation if possible, by thumb if not.

Hi [name], thanks for getting in touch with [business]. I’ve got your message and I’ll come back to you properly by [specific time]. If it’s urgent, call me on [number]. - [your name]

Why it works: it’s specific. “By 4pm today” builds trust. “We aim to respond promptly” builds nothing.

2. The quote follow-up (day 2)

Most quotes die of silence, not rejection.

Hi [name], just checking the quote landed alright and nothing in it needs explaining. If the price or timing doesn’t work, tell me straight - no hard feelings, and I’d rather know. - [your name]

Why it works: “tell me straight” gives permission to say no - which paradoxically gets more yeses. People avoid replying when they think you’ll argue.

3. The quote follow-up (day 7)

Hi [name], last nudge from me - I don’t want to pester you. If now’s not the right time, no problem at all. If you’d like me to pencil you in before [realistic scheduling reason], just say the word and I’ll hold the slot.

Why it works: it’s honest scarcity (your diary genuinely fills) with a graceful exit. Then actually stop chasing - a “no” now protects the relationship for next time.

4. The missed call text

Set this to fire automatically if you can.

Hi, this is [name] from [business] - sorry I missed you! I’m probably mid-job. Text me what you need or I’ll call you back within a couple of hours.

Why it works: half of missed callers ring the next business on the list. A text within seconds keeps you in the race while you finish the job.

5. The “job done” review ask

Send when the compliment happens - that’s the moment.

Really glad you’re happy with [the work]! If you’ve got 60 seconds, a Google review makes a massive difference to a small business like ours: [direct review link]. No worries if not - thanks again for choosing us.

Why it works: it’s timed to gratitude, it’s one tap, and “no worries if not” removes the pressure that makes people ignore the ask.

6. The stay-in-touch (3 months later)

Hi [name], [your name] from [business] here. No sales pitch - just checking [the work] is still doing what it should. Any snags, tell me and we’ll sort them. And if you know anyone who needs [what you do], you know where I am!

Why it works: aftercare is marketing. This message costs nothing, catches small problems before they become bad reviews, and plants the referral seed.

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Make it automatic

Every one of these can fire automatically - the acknowledgement in seconds, the follow-ups on schedule, the review ask on job completion, all stopping the moment the customer replies. That’s what we set up in CRM & Automation: your voice, perfect timing, zero remembering.