Best Practices for Contacting Leads
Understand best practices for contacting leads, from fast response and clear messaging to follow up and conversion tracking.
Reaching out quickly and professionally is one of the most important steps in converting homeowner leads into paid work. Below are helpful tips to improve your response strategy and increase your chances of winning the job.
Respond as Soon as Possible
Homeowners often reach out to multiple providers. A faster response helps you stand out and shows that you take their project seriously.
- Aim to contact each new lead within a few minutes
- If you miss that window, try to follow up within the first hour.
Introduce Yourself Clearly
Your first message or call should be simple and friendly.
- Share your name, business, and the service they requested.
- Reference a detail from their project so the message feels personal.
- Let them know what to expect next, such as scheduling a call or requesting photos.
Example:
“Hi Maripossa, this is Jason from Shoreline Roofing. I received your request about a possible roof repair. I would love to help and can take a look today or tomorrow. What time works for you?”
Offer Flexible Scheduling
The easier you make it for a homeowner to engage, the more likely they are to convert.
- Provide two or three time slots to choose from.
- Share whether you offer virtual estimates or in person visits.
- Clearly explain any free estimates or minimum fees.
Keep Messages Short and Helpful
Homeowners usually prefer quick, actionable communication.
- Use short paragraphs or bullet points.
- Ask only the essential questions needed to move forward.
- Share what information you need from them, like photos or availability.
Follow Up Regularly
Many homeowners miss the first message. A gentle follow up can make a big difference.
- Send a second message within a day if you do not hear back.
- Try a different contact method if available, such as text instead of email.
- Keep the tone friendly and low pressure.
Build Trust Quickly
Homeowners feel more comfortable moving forward when they understand who you are and why they should choose you.
- Highlight experience, licenses, or warranties.
- Mention your service area and typical turnaround times.
Track and Improve Your Conversion Rate
Reviewing your past leads can help you understand what is working.
- Track which messages get the fastest replies.
- Note the time of day your leads respond most often.
- Test different introduction messages or follow up timings.
- Use your lead statuses to stay organized and avoid missed opportunities.
Keep Trying New Approaches
Every market is different. Businesses that test and adjust their outreach tend to see better results. Small improvements in speed, clarity, or follow up can significantly increase your lead to job conversion rate.