Lead Follow-Up Template: Free Plan Builder for Service Pros
Use this lead follow-up template to plan who responds, how fast, and which calls and emails go out on which days after an inquiry or sent estimate. Free.
A lead follow-up template gives every new inquiry and every sent estimate the same treatment: someone owns it, there's a target for how fast to reply, and a short schedule of calls and emails goes out after that. Without one, follow-up depends on who remembers.
This free Lead Follow-Up Plan Builder from LiveFixPro turns your own choices into a plan you can copy, download or print, with an email starter you can edit.
It runs in your browser, and nothing you enter is uploaded or stored. The plan uses phone calls and email only. It's a process plan, not a forecast of results.
What the builder asks for
Business name and lead type: a new inquiry (a form or a call-back request) or an estimate or quote that has already been sent.
Who responds (a role) and a backup role if they are out.
How fast you aim to respond, in minutes, hours or business days. This is your own target. Enter a number above zero and no more than 999.
Hours you respond to leads.
What happens to leads that arrive outside those hours. Reply by email right away and call at the next opening, call at the next opening, or hand to an on-call role.
Number of touches, from 2 to 6, and days between touches, from 1 to 30. Both must be whole numbers.
Channels. Phone call, email, or both.
Where leads are logged, optional.
What you get back
A lead follow-up plan with these sections:
Owner, with the backup role.
Response window, including the after-hours rule.
Touch schedule. Each touch has a day, a channel and a suggested message. For a new inquiry, the opening touch thanks them and asks one question that moves things forward. For a sent estimate, the opening touch confirms they received it and asks if they have questions.
Stop rule. After the last touch, move the lead to a long-term list and stop active follow-up unless they reply.
Logging. Log each touch with the date, channel and outcome.
An email starter with a subject line and a short message with placeholders.
Copy it, download it as a .txt file or print it. Nothing is sent from this page.
Making the plan work
Give every lead one owner. A shared inbox with no owner is where follow-up goes quiet.
Choose a response target you can actually meet, during hours you really work.
Log every touch. A plan nobody records is hard to improve.
Edit the wording so it sounds like you, and use the lead's own words about what they asked for.
Review your leads once a week and move the stale ones to the long-term list.
Check the rules that apply
Edit the wording to sound like your business, and check any rules that apply to your calls and emails before you use the plan.
What this tool is not
It's a plan template. It doesn't send messages, track replies or connect to any account. It's not a forecast of results.
Want help automating lead follow-up and reminders?
LiveFixPro sets up follow-up automation for businesses. Book a free consult and we'll look at how leads and estimates are handled today and what would fit. Every setup is scoped on the consult.
FAQ
What goes in a lead follow-up template?
An owner, a response window, a schedule of touches, the channel for each, what each says, and a point where you stop. This builder asks for each.
Does it send messages for me?
No. It writes a plan and email starter wording you can copy. Nothing is sent from this page.
Can I use it for estimates I've already sent?
Yes. Choose "Estimate or quote already sent" as the lead type and the suggested touches change to fit, such as confirming the estimate arrived and asking what is holding up the decision.
How many touches should I plan?
The builder lets you choose from 2 to 6, with 1 to 30 days between them. The right number depends on your business, so pick a schedule you will actually follow.
Does the builder keep my plan?
No. It runs in your browser, and nothing you enter is uploaded or stored. Copy or download the plan before you close the page.
Build your plan now
Use the builder above to plan your follow-up, and book a free consult if you'd like help automating follow-up and reminders.