How to Effectively Follow Up with Leads: A Comprehensive Guide

Service Industry Marketing FAQ of the Day: How Often Should I follow Up With Leads?

The Importance of Follow-Up

Short answer: More than you think. Most service businesses don’t lose jobs due to price. They lose them to silence. Your customers are juggling work, kids, deadlines, and multiple quotes. The second and third touches are where the money lives. Follow-up is free revenue waiting in your CRM for a system and a little persistence.

The Follow-Up Cadence That Wins

Use this as your default for pressure washing, window cleaning, paver sealing, gutter cleaning, and similar services. Adjust timing for commercial bids or HOA approvals.

Day 0

• Send the quote within 2 hours.
• Include two clickable options: Book now. Call me.
• Attach one relevant social proof item: a review, a before-and-after, or a 30-second explainer video.
  
  

Day 1

• Quick SMS plus email.

- SMS: “Hi {First Name}, it’s {Your Name} with {Company}. I sent your quote yesterday for {Service}. Any questions before I lock in a spot for {Day/Time Window}?”

- Email subject: “Quick question on your {Service} quote”

Day 3

• Call attempt. If no answer, leave a short voicemail and send a text.

- Voicemail: “Hi {First Name}, this is {Your Name} at {Company}. Holding a time on {Date}. Call or text me at {Number} if you want it.”

- SMS: “Just left you a voicemail. Want me to hold {Date/Time} for your {Service}?”

Day 7

• Value-add email. Teach one thing and reattach the quote.

- Subject: “Before and after on {Service} near you”

- Body highlight: 3–4 lines explaining the process and expected outcome, plus a fresh testimonial.

Day 14

• Nudge with choice.

- SMS: “Still want the {Service} done before {Season/Event}? I can hold {Option A} or {Option B}.”

Day 30

• “Still on your list?” reactivation.

- Email subject: “Did this fall off your list?”

- Body: Acknowledge life is busy, restate benefits, and include flexible scheduling or financing if you offer it.

If it is a commercial or multi-unit estimate, extend to 45–60 days with monthly check-ins tied to budget cycles.

Channel Rules

• Text: Use for speed and simple choices. Keep it under 160 characters.
• Email: Use for detail, visuals, and social proof. Focus on one idea per email.
• Phone: Use for urgency, scheduling, and high-ticket jobs. Leave a crisp voicemail and follow with a text.
  
  

Automation Checklist In Your CRM

• Auto-create a lead the moment a web form or missed call occurs.
• Trigger the Day 0 email and SMS when a quote is sent.
• Task yourself for the Day 3 call with a one-click voicemail script.
• If no response by Day 7, auto-send the value-add email with a testimonial.
• If the status is “considering,” schedule a 14-day nudge and a 30-day reactivation.
• Track reasons lost: unresponsive, price, timing, competitor. Use this to improve future follow-ups.
  
  

What “Good” Looks Like

• Contact rate within 24 hours above 70 percent.
• Quote-to-booked conversion rate of 35–55 percent for residential.
• Show rate above 90 percent when a reminder SMS goes out 24 hours before the job.
• Reactivation wins at Day 30 in the 5–10 percent range.
  
  

Pro Tips from the Field

• Offer two times, not an open question. “Tuesday at 3 or Friday at 9” gets replies.
• Put an expiry on promotional pricing and say it clearly.
• Lead with safety and outcome. “No streak exterior glass using pure water” for window cleaning. “No etching or stripes” for concrete cleaning.
• Use hyper-local proof. “We just cleaned your neighbor’s pavers at 214 Oak Ridge. Want the same finish?”
  
  

The Mindset

Follow-up is not annoying when it is helpful, specific, and respectful of time. You are the professional. Help them make a decision quickly. The business that follows up earns trust and sales.

Contact Us

Have leads sitting in your CRM with no follow-up plan? We’ll install this cadence, write your scripts in your voice, and automate it inside your system.