When you receive a new business call or email, it's crucial to handle it promptly and professionally to make a good first impression and increase the likelihood of converting the inquiry into a customer or member. Here are the steps you should take:
Acknowledge the Inquiry Promptly
Immediate Response: Send an acknowledgment email or message as soon as possible to confirm receipt of the inquiry. This reassures the potential client that their request is being taken seriously.
Personalization: Address the individual by name and refer to the specific details of their inquiry.
Understand the Inquiry
Read Thoroughly: Carefully review the details provided in the inquiry to understand the prospective client’s needs, questions, and expectations.
Clarify if Needed: If any information is unclear or missing, follow up with a few specific questions to gather all necessary details.
Prepare Your Response
Tailored Response: Customize your response to address the specific needs and interests of the potential client. Highlight how your products or services can meet their requirements.
Provide Relevant Information: Include relevant information such as product/service details, pricing, timelines, and any additional benefits or unique selling points.
Schedule a Follow-Up
Offer a Meeting or Call: Suggest a meeting or phone call to discuss the inquiry in more detail. Provide a few options for dates and times to make scheduling easy.
Invite to Experience: Invite the prospect to experience your service first-hand. Perhaps they'd respond to a personal invitation a small class or workshop.
Share Testimonials or Case Studies
Build Trust: Include testimonials, case studies, or videos of your product or service in action in an email or text to them.
Outline Next Steps
Clear Actions: Clearly outline the next steps in the process, whether it’s visiting your place of business, sending additional information, or starting the project/trying out your service.
Follow Up
Timely Follow-Up: If you don't receive a response within a few days, send a polite follow-up email to reiterate your interest and ask if they need any more information.
Track the Inquiry
CRM System: Use a Customer Relationship Management (CRM) system to track inquiries and ensure you stay organized and follow up appropriately. If you don't have access to that, an Excel doc will work.
Record Details: Document all relevant details and interactions related to the inquiry for future reference.
To sum it up, respond promptly, answer with relevant information, share videos or testimonials to build trust, and always follow up! If you need help writing a response email or text, we can help design a template for you. Just give us a shout!