Follow-Up TemplatesMost leads don't fail to close because they weren't interested — they fail because nobody followed up. These 50 templates are organized by the exact moment you'd send them: a missed call, a fresh web lead, a no-show, a cold contact you haven't touched in months. Swap in your own details, or wire them into your CRM so they send themselves.
- Keep them short. A text someone reads in three seconds gets a reply more often than a paragraph they skim past.
- Always give a next step. A question, a link, or a specific time — not just "following up."
- Personalize the first line. Their name and one real detail (what they asked about, when they called) beats any clever opener.
- Respect opt-outs immediately. Every SMS/WhatsApp template below assumes the recipient can reply STOP and you honor it — see our A2P 10DLC guide if you're sending bulk SMS in the US.
Missed-call follow-up (SMS)
Send within 60 seconds of a missed call and reply rates go up sharply — most people expect silence, not an instant text.
- Hi {Name}, sorry we missed your call! What can we help with — reply here or call back anytime.
- Hey {Name}, this is {Business} — we just missed you. What's the best time to call you back today?
- Hi {Name}, saw we missed your call. Text us what you need and we'll get right back to you.
- {Business} here — sorry we couldn't pick up! Are you calling about {Service}? Happy to help over text.
- Hi {Name}, we're on the other line but didn't want you waiting. What's going on — can I help here first?
- Missed your call, {Name} — want a callback in the next 15 minutes, or is text easier for you right now?
- Hi {Name}, this is {AgentName} from {Business}. Sorry we missed you! I'm free at {Time} if that works.
- Hey {Name}, quick one — was your call urgent? Reply URGENT and we'll call you back within 10 minutes.
New web lead follow-up (email)
The first email should confirm you got their request and set a concrete next step — not a generic "thanks for reaching out."
- Subject: Got your request, {Name} — Hi {Name}, thanks for reaching out about {Service}. I'll have a couple of quick questions to make sure we point you in the right direction — free for a 10-minute call {Day}?
- Subject: Quick question about your {Service} request — Hi {Name}, before I put together anything, what's the main outcome you're hoping for? One or two sentences is plenty.
- Subject: Following up on {Service} — Hi {Name}, wanted to make sure this didn't slip through — are you still exploring options for {Service}, or has your priority shifted?
- Subject: Here's what happens next — Hi {Name}, here's exactly what the next step looks like: a short call, a couple of questions, then a plan you can actually use — no obligation either way.
- Subject: Still interested in {Service}? — Hi {Name}, I know inboxes get busy. If now's not the right time, just say so and I'll follow up later instead of every few days.
- Subject: One thing that might help — Hi {Name}, based on what you mentioned, here's a resource that might answer your question before we even talk: {Link}.
- Subject: Closing the loop — Hi {Name}, haven't heard back and don't want to keep emailing — should I close this out, or is there a better time to reconnect?
- Subject: {Name}, quick availability check — Hi {Name}, I've got {Time1} or {Time2} open this week for a quick call — either work, or should I send more times?
WhatsApp follow-up & nurture
WhatsApp reads more personal than SMS or email — keep the tone conversational, one thought per message, and always confirm consent before the first send.
- Hi {Name} 👋 this is {AgentName} from {Business} — you asked about {Service} on our site. Mind if I send a couple of quick questions here?
- Hey {Name}, just checking in — did you get a chance to look at {Link}? Happy to walk through it live if that's easier.
- {Name}, quick one: is {Service} still something you're actively looking at, or did priorities shift?
- Hi {Name}, sending this over as promised: {Link}. Let me know what you think whenever you get a moment.
- Hey {Name} — no rush at all, just didn't want this to get buried. Still around whenever you're ready to chat.
- {Name}, we just helped a business very similar to yours with {Service} — want me to share what that looked like?
- Hi {Name}, would a short voice note be easier than typing back and forth? Happy to do it that way.
- Hey {Name}, last check-in from me on this one — reply anytime and I'll pick it right back up, no pressure either way.
Voicemail drop scripts
Keep voicemails under 20 seconds. State who you are, why you're calling, and one clear way to reach you back — then stop talking.
- Hi {Name}, this is {AgentName} from {Business}. Following up on your {Service} request — call or text me back at this number whenever works.
- Hey {Name}, {AgentName} here from {Business}. Nothing urgent, just wanted to check in on {Service} — reach me anytime at this number.
- Hi {Name}, this is {AgentName}. I've got a couple of quick questions about your {Service} request — a text back works just as well as a call.
- Hi {Name}, {AgentName} from {Business} again — totally understand if now's not the right time, just let me know either way.
- Hey {Name}, quick voicemail from {AgentName} at {Business} — sent you an email/text too in case that's easier to catch. Talk soon.
- Hi {Name}, this is {AgentName}. Wanted to close the loop on {Service} — call, text, or email, whatever's easiest for you.
Re-engagement & cold-lead win-back
For contacts who've gone quiet — acknowledge the gap honestly instead of pretending it's a fresh conversation.
- Hi {Name}, it's been a while since we last talked about {Service} — still on your radar, or should I stop reaching out?
- Hey {Name}, a lot's changed since we last spoke — happy to give you a quick update on {Service} if it's still relevant.
- Hi {Name}, no pressure at all, but if {Service} is still something you're thinking about, I'm here whenever you're ready.
- {Name}, one more from me on this — reply STOP and I'll take you off this list, or reply here and let's pick things back up.
- Hi {Name}, we've made some real changes to how we handle {Service} since we last talked — want the short version?
- Hey {Name}, checking in one last time — if the timing's better in a few months, just say when and I'll follow up then instead.
- Hi {Name}, saw it's been {Duration} since we connected. Still the right contact for {Service}, or should I ask elsewhere on your team?
- {Name}, closing this thread out unless I hear otherwise — no hard feelings, just don't want to clutter your inbox.
Appointment reminders & no-show recovery
A reminder 24 hours out and one an hour before catches most people before they forget — and a same-day text after a no-show recovers more bookings than an angry follow-up call.
- Hi {Name}, reminder: you're booked with {Business} tomorrow at {Time}. Reply YES to confirm or RESCHEDULE if you need a new time.
- Hey {Name}, quick reminder — your call with {AgentName} is in 1 hour ({Time}). Here's the link: {Link}.
- Hi {Name}, we had you down for {Time} today and it looks like we missed each other — want to grab a new time?
- Hey {Name}, no worries about today — life happens. Here's a link to grab whatever time works best: {Link}.
- Hi {Name}, following up on the missed appointment — still interested in {Service}? Happy to find a time that actually sticks.
- {Name}, last chance to keep your {Time} slot on {Day} — reply CONFIRM or we'll open it back up for someone else.
Post-sale check-in & referral ask
The best time to ask for a referral is right after a good result — while it's still fresh, not months later in a generic newsletter.
- Hi {Name}, it's been a couple weeks since {Service} — how's everything working out so far?
- Hey {Name}, glad we could help with {Service}! If you know anyone else who could use this, I'd genuinely appreciate the introduction.
- Hi {Name}, quick favor if you have 2 minutes — would you be open to leaving a short review? Here's the link: {Link}.
- {Name}, really enjoyed working with you on {Service} — if a similar problem comes up again, you know where to find us.
- Hi {Name}, checking in a month later — anything about {Service} that could use a tweak, or all good?
- Hey {Name}, we're taking on a couple more clients like you this quarter — if anyone comes to mind, feel free to pass our number along.
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