A Simple Lead Follow-Up System for Local Service Businesses
A follow-up plan you can actually stick to: what to send, when to send it, and when to stop, plus how to automate it.
Most leads need more than one touch
A homeowner who asked for a quote and went quiet is not necessarily a lost lead. They may be busy, waiting on a second quote, or saving up. A short, respectful follow-up brings many of them back. Most businesses never send one.
The follow-up plan
| When | What | Channel |
|---|---|---|
| Same day | Thank them and confirm what you understood they need | Phone or email |
| Day 3 | "Still need help with your water heater? Here is how to book." | Email (text only if they agreed to texts) |
| Day 10 | A last friendly check-in, then stop | |
| After a job | Appointment reminder before, review request after | Text if they agreed, else email |
| Months later | "Time for your annual tune-up?" for past customers |
Rules that keep it respectful
- Stop as soon as they book, say no, or ask you to stop.
- Two follow-ups for a lead is enough. More starts to feel like pressure.
- Be specific. Mention what they asked about.
- Text only people who agreed to texts. Email is the safe default.
Track it
You need to know, for each lead, whether it is new, booked, won, lost, or waiting for a callback. A simple pipeline view beats a pile of sticky notes.
Automating it
WebCrew does this out of the box:
- Every call and website chat becomes a lead card automatically.
- Leads who did not book get a follow-up on day 3 and day 10, then it stops.
- Booked customers get reminders before the visit and a review request after.
- Past customers get a friendly check-in later on.
- You get a nudge if a lead is waiting for a callback and nobody has marked it contacted.
Texting a caller you missed? Read missed call text back first for message examples and consent rules.
Stop losing calls you never heard ring.
WebCrew answers your phone and your website 24/7, books jobs into your calendar, follows up, and asks happy customers for reviews. Founding 10: $99/mo locked for life, 250 AI minutes, $0 setup, 30-day free trial.
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