How to Follow-Up After an Appointment

As a business professional, you fully understand the importance of an appointment follow-up.

It can be an email, a telephone call, or even a more formal business proposal. You want to ensure that you turn as many of your leads as possible into long-term customers.

However, we know that it can be difficult to know what you should discuss and include when you follow up with a client after a meeting or phone call.

Unsure of what you should cover? This post will cover some of the specifics on what to do when contacting your potential clients.

Read on to find out.

Thank Them For Their Time

The perfect beginning to any appointment follow-up email?

The words, “thank you.”

Remember that about 80 percent of potential sales with new contacts will require as many as five follow-ups before a deal is closed.

By sending an appointment follow-up email or note that recognizes the time that your client took out of their day to meet with you? You can significantly lower that number.

This increases the rate of your business conversions.

A follow-up message is now an expected part of your overall level of customer service.

Yes, you spent lots of time preparing for the meeting. However, also make it clear that you understand that doesn’t guarantee a sale. Show that you’re still willing to work to earn their business. Do this by communicating that you understand how valuable their time is.

Review What You Discussed

Another crucial step in drafting the perfect appointment follow-up email or call script is to make sure that you provide your client with a brief review of the things that you discussed during your appointment.

This is essential not only because it helps both you and your client to keep your memories fresh. It also matters because it can help you to prove what you accomplished and spoke about in the event of a conflict later.

Remember to address once again how your products and services can help to make your client’s life easier and business more efficient. Talk about the potential solutions that you discussed.

Be sure to remind them about the overall timeline it would take to put them into effect.

Also, let them know that you’re in the process of creating a more formal sales proposal. Work on a plan that they can share with other members of their team to review and discuss.

Suggest A Time For Your Next Meeting

One of the most important parts of your appointment follow-up message or telephone call is asking when would be convenient for them to meet with you again. Of course, the last thing that you want to happen is suggesting a time to meet when you can’t really make it.

However, especially in today’s fast-paced world, it can be incredibly easy to get your wires crossed. Still, you’ll end up looking unprepared and unprofessional.

Consider investing in scheduling software that allows you to see your entire week at a glance. Easily identify gaps in your calendar. This way, you’re able to give the client lots of potential dates and times for your next meeting.

Not only will this software save you time. It will also help your clients to feel like they’re a major priority (they don’t need to know that they’re actually sandwiched in between two other meetings!)

Plus, suggesting another time to meet and continue your discussion is an incredibly effective — but still lower pressure — way to close a sale or a deal.

Consider Automated Follow-Ups

We know that, with everything you have to do in a day, it can be incredibly tough even to remember to send out follow-up messages at all.

However, not getting in touch with leads as soon as possible after meetings can cause you to lose a potential client.

Especially if you’re a high-volume business!

Then we suggest looking into a business software that can help you to schedule automated follow-ups. This software will send out automatic messages to the clients that you meet with on a regular basis.

This way, you can schedule your standard monthly meeting weeks in advance.

It will also send out templated follow-up emails, log your calls, and even help you to send calendar invitations to your clients when you’re trying to schedule the best meeting time.

Be Ready For Anything

In the world of business, things can happen quickly.

You might be surprised when, just a few minutes after you send an appointment follow-up email, a client asks if you can come to their office later the same afternoon.

When you’re on the lookout for quality business and scheduling software, also be sure that you select an option with route planning. Sometimes, that extra hour you spent in traffic can end up costing you some serious business.

Look for software that helps you to spend less time getting to and from meetings, and more time actually helping your clients to get their needs met.

Invest In Software That Simplifies The Appointment Follow-Up

We hope that this post has helped you to comprehend some of the most important information that you need to include when writing or calling in a client regarding an appointment-follow up.

Remember to thank them for their time, review what you discussed, and suggest a time you could meet again in the future.

Of course, automated follow-up software makes this entire process all the easier.

If you’re looking for reliable business software that can shorten your overall sales cycle, keep your customers happy, and save you serious time throughout the day?

We can help.

Spend some time on our website to learn even more about what our incredible software can do for you — and spend more time actually working at work.