You nailed the pitch, sent the proposal, and waited. And waited.
Now what?
Every field sales pro, crew lead, and office manager in home services has faced this exact moment. You’ve got warm leads going cold—and you’re not sure whether to follow up again or let it go.
Here’s the good news: most sales aren’t lost because you followed up too much. They’re lost because you gave up too soon.
Let’s break down the ideal follow-up rhythm that balances persistence with professionalism—and how to make every message count.
Understand the Magic Number: Aim for Five Follow-Ups
Sales research consistently shows that 80% of deals close after at least five follow-ups. But most reps stop after just one or two. That’s a huge missed opportunity; especially for small teams without a full-time closer.
A proven follow-up cadence might look like this:
- Day 1: First follow-up (email or text)
- Day 3: Second follow-up (call or voicemail)
- Day 7: Third follow-up
- Day 14: Fourth follow-up
- Day 28: Final follow-up
- Optional: Touch base monthly after Day 58
This structure spaces out your touchpoints so you stay top-of-mind without becoming a bother.
Mix Your Channels: Don’t Just Rely on Email
If your follow-ups all sound the same, “Just checking in!” you’re not just being ignored; you’re being filtered.
Instead, mix your communication methods to boost response rates:
- Email: Great for quick recaps, proposals, and reminders.
- Phone calls: More personal, especially for high-value leads.
- Text messages: Perfect for informal updates or quick links.
- Branded mini-websites: Use tools like a branded microsite to let prospects explore your services and team anytime.
Platforms like OneTapConnect enable digital contact sharing to be connected with lead generation tools, making it easy to share your info and track engagement across every touchpoint.
Use a Prospecting System to Track Every Follow-Up
If you’re guessing where each lead stands, you’re already behind.
Modern teams need a business card prospecting system with built-in reminders, CRM notes, and performance tracking for networking. This ensures every follow-up is timely, relevant, and strategic.
OneTapConnect’s system includes team networking analytics and sales enablement training, so you can see whose viewing your card and understand the art of acquiring new customers.
Know When to Stop: The Break-Up Email
Persistence pays, but desperation doesn’t.
If you’ve followed up 4–5 times and still haven’t heard back, it’s time for a respectful final message. Many reps use a “break-up email” like:
“Hey [Name], I haven’t heard back, so I’ll assume the timing isn’t right. If things change, I’d still love to help. Here’s a link to my info if you ever need it.”
That last sentence is your moment to drop a digital business card with a QR code or branded landing page. It’s professional, useful, and leaves the door open for future work.
For Cold Outreach: Less Is More
Cold leads are a different beast. Unlike warm referrals, these contacts didn’t ask to hear from you.
To avoid being flagged as spam, limit yourself to 2–3 cold outreach attempts, spaced 4–7 days apart. Always include a clear opt-out and offer value in every message.
Use tools that support contactless sharing and CRM integration to keep your outreach clean and compliant.
Quick Recap: Best Practices for Smart Follow-Ups
1. Aim for 5 follow-ups over 30–45 days
2. Mix email, calls, and text for better engagement
3. Use a prospecting system with tracking tools
4. Send a respectful break-up message after no response
5. For cold leads, limit to 2–3 follow-ups max
Stop Guessing. Start Closing.
In sales, fortune favors the consistent, not the lucky. The right follow-up system helps your team close more deals without crossing the line into pushiness.
OneTapConnect is more than just a digital business card. It’s a client acquisition platform built for pros in home services, real estate, and trades. From QR code business cards to performance tracking for networking, we help make follow-up frictionless.