Leads & bookings
Plan a helpful follow-up
You will have a two- or three-message follow-up plan with timing, purpose and a point where you stop.
Before you start
- A type of enquiry you reply to, such as quote requests or booking questions
- A notes app, a document or a piece of paper
- No paid tool is needed. This is a manual plan: you send each message yourself
What “helpful” means here
A helpful follow-up gives the person something they can use: an answer, a time, a clearer choice. A nagging follow-up only asks, “Did you see my message?” Plan every message so that it adds something.
Plan two or three messages
For each message, write when you will send it and what it adds. Keep the gaps long enough to be polite.
- First reply (same or next working day): answer their question and offer one clear next step.
- Second message (about three working days later): add something useful, such as a time that is still free or a short answer to a common question.
- Final message (about a week after that): say you will close their enquiry for now, and that they are welcome to come back.
Write the stop conditions
Decide in advance when the sequence ends. This protects the person from too many messages and protects you from endless chasing.
- They reply, whether yes or no. The sequence stops.
- They ask not to be contacted again. Note it and never message them.
- You have sent the final message. Mark the enquiry as closed.
Worked example
Dana, a fictional mobile dog groomer in Sydney, planned this sequence for a quote request. This is a made-up example.
Hi Chris, quick follow-up on grooming for your dog. I have two Thursday mornings free next week, at 9 and 11. If neither suits, let me know a day that does and I will do my best. No pressure either way.
Hi Chris, I will close your enquiry for now so I do not clutter your inbox. If you would like to book later, just reply to this message and I will find a time.
Set reminders and keep it manual
Write the due date for the next message in your enquiry list or calendar. Nothing here sends messages for you. Read each message before you send it, and tailor it to the person.
Common mistakes to avoid
- Sending a follow-up that only asks if they saw the last one
- Following up too often, or without an end point
- Ignoring a request to stop contacting them
- Copying the same message word for word to everybody
- Forgetting to record when the next message is due
Final checklist
- I planned two or three messages with timing
- Each message adds something useful
- I wrote when the sequence stops
- I know how I will handle a request not to be contacted
- I set a reminder for the next message