Let’s make following up easy!
I’m always looking for ways to save time in my business. I do this when I’m following up potential clients by creating templates for myself.
It’s important when using templates (and systems for that matter) to not remove yourself entirely. You don’t want your messages to sound like they came from a robot! You still want your messages to convey your personality.
My aim with my templates is to save myself time by not having to type the same messages over and over again. I can then use the time I’ve saved to interact with people on a more personal level to create lasting relationships.
The template emails I share below were created when I noticed receive that I was regularly sending emails that required the same information. It could be someone asking how to book in for a session with me or asking what kind of systems we could cover in our session.
Make following up easy with templates
What kind of templates can you create? The answer to this question will depend on how you’ve structured your business services and the journey that someone will take to become one of your clients.
In these examples I’m assumed that your client has a free discover call with you, then buys an introductory session then buys a package of sessions from you.
Template for free call
Someone has reached out to you via email or message to book in one of your free calls.
This is an example of wording that I’ve used in the past:
“Hi {Name}
Thanks so much for getting in touch!
I’m so excited to learn more about you and your business, and give you an idea of how I can help you streamline and systemise your business.
You can book in via this link.
I look forward to meeting you.”
Template for introductory session
Your free call went brilliantly and your caller wants to book in an introductory session with you.
This is an example of wording that I’ve used in the past:
“Hi {Name}
It was lovely talking to you today. I’m really looking forward to learning all about your business and helping you get your systems in place.
This is the paypal link for our Systems Strategy Session. Once you’ve paid, you’ll receive an email from me that has a link to my calendar so you can book in your session.
I’ve also attached an Introduction Kit to give you more of an idea of what it’s like to work with me.
If you have any questions please let me know.”
By using this template your client is clear about what happens each step of the way – they pay then they get a link to my calendar – so there is no confusion.
I also created an Introduction Kit that has information about my office hours etc that I’d include if those kind of questions came up. You could also include that kind of information directly within your message.
Template for package of sessions
You and your new client are the perfect fit! They now want to book in for a package of sessions with you. I’m assuming that you went over costs on your call and explained your process for getting them signed up.
This is an example of wording that I’ve used in the past:
“Hi {Name}
{I’ll include a personal note now that I know them better}
Now for the points we discussed at the end of our call:
Service Agreement
I’ve sent this to you via Hello Sign. Do let me know if you have any questions.
First Invoice
I’ve sent you the first invoice via Paypal.
Recording of today’s call
You can find the recording for today’s call by following this Dropbox link.
Once I’ve received the signed agreement, and the first invoice has been paid, I’ll send you an email with details of how we get started.”
Again, each step of the process is laid out clearly for your new client. There is nothing worse than paying for a service and then hearing crickets. It can have you doubting that you’ve made the right choice so it’s important that we take care of our clients well so they are delighted with every part of our services.
After I have received the signed agreement, and that invoice has been paid, I send another email:
“Hi {Name}
Thank you for signing your service agreement and paying your first invoice. Let’s get started!
I attach a Welcome Kit for you that outlines what you need to do to get started; from booking calls, setting up a Google Drive folder, giving me admin access to Asana, and how I track the number of hours that I work – it’s all included.
Do let me know if you have any questions.
I look forward to our next call.”
When I’m working with clients to set up their systems there are various pieces of home work that they need to complete before our first call. I created a Welcome Kit with what they need to do, and how to do it, so getting set up is nice and easy.
While you could copy the wording of these emails please do take the time to make it sound like you, because your clients deserve the time it takes to tailor these templates to you and your business.
Are you a “Hello” person rather than a “Hi” kind of gal?
Do you loath exclamation marks but love emojis?
Remember you’ll only need to write this template once so it’s worth taking the time to make sure it reflects you.
What kind of templates could you create for your business to save you time and make following up easy?
If you’d like support to create personalised templates for your business, as well as a solid system to use those templates, then come and book in a Virtual Coffee with me where we’ll discuss what your current follow up system looks like, and what your ideal would be.
Let’s save you time AND make sure you never lose a potential client.
