<aside>
This swipe file is designed to help your small business streamline communication, improve customer engagement, and close more deals—all while saving time.
Each section includes practical templates that you can easily copy and paste into your CRM, email marketing tool, or automation system. We’ve also included insights on where to use each sequence and why it works, so you can implement them with confidence.
Now, let’s turn your leads into customers and your customers into fans!
</aside>
1. New Lead Follow-Up
- Where to Use: Automated CRM sequences, SMS follow-ups, and email autoresponders.
- Why It Works: Responding quickly increases the likelihood of converting a lead while they’re still interested.
<aside>
Text Message:
"Hey [First Name], thanks for reaching out! We received your inquiry and will be in touch shortly. In the meantime, is there anything specific you'd like to know? - [Your Business Name]"
</aside>
<aside>
Email:
Subject: Got your request – what’s next?
Hi [First Name],
Thanks for reaching out! We’ve received your request and will be following up soon. In the meantime, here’s what you can expect:
- [Briefly explain your process] (eg - Our process: We’ll review your request and get back to you within 24 hours with next steps. If needed, we’ll schedule a quick call to go over details.)
- [Mention any helpful resources] (eg - Helpful resources: In the meantime, you might find this guide useful: [Insert link to a relevant guide, FAQ page, or blog post]. It covers common questions and insights to help you get started.)
- [Set an expectation for the next step] (eg - Next steps: You’ll receive a follow-up email with available time slots for a call, or if everything looks good, we’ll move forward with [service or product] right away.)
If you have any questions, just reply to this email. Looking forward to helping you!
Best,
[Your Name]
[Your Business Name]
</aside>
2. Appointment Reminder
- Where to Use: Booking confirmations, automated text reminders, and email notifications.
- Why It Works: Reduces no-shows by keeping your business top-of-mind and offering an easy way to reschedule if needed.
<aside>
Text Message (24 hours before):
"Hey [First Name], just a quick reminder about your appointment with [Your Business Name] on [Date/Time]. Let us know if you need to reschedule. See you soon!"
</aside>
<aside>
Email (48 hours before):
Subject: Reminder: Your appointment with [Your Business Name]
Hi [First Name],
Just a quick reminder that your appointment is scheduled for [Date/Time] at [Location]. If you need to make any changes, just reply to this email or call us at [Phone Number].
We look forward to seeing you!
[Your Name]
[Your Business Name]
</aside>
3. Re-Engaging Cold Leads
- Where to Use: Email drip campaigns, CRM follow-ups, and retargeting ads.
- Why It Works: Keeps your business on their radar and revives interest in your services without being pushy.
- When are leads considered “cold”? It depends on your business cycle—if you’re in a high-frequency industry like retail, 30 days might be enough, whereas a service-based business might wait 60-90 days. A good rule of thumb is 30-90 days of no response or interaction. Here’s how you can segment it:
- 30 Days – If they initially showed strong interest but haven’t responded, a gentle check-in can work.
- 60 Days – At this point, they may have forgotten about your business or offer. A re-engagement message should remind them of the value.
- 90+ Days – They’re officially cold. A stronger incentive (like a special offer, limited-time deal, or fresh angle) might be needed to bring them back.
30 Days - Soft Check-In