Speed Wins
The single biggest factor in converting a positive reply: how fast you respond.
| Response Time | Meeting Book Rate |
|---|---|
| Under 1 hour | 3x higher |
| 1-4 hours | 2x higher |
| Same day | Baseline |
| Next day | 50% lower |
| 48+ hours | Very low |
Our Notification System
When we detect a positive reply:
- Instant email notification - To your main inbox
- SMS alert (if enabled) - For critical leads
- Dashboard flag - Hot lead indicator
How to Respond
Reply from your main business email - Not the cold outreach domain.
This is intentional:
- Your main email has better reputation
- Ongoing conversation should be from real address
- Cold email domains are for prospecting only
Response Template
Keep it simple:
``
Hi [Name],
Thanks for getting back to me. I'd love to set up a quick call to discuss [specific thing they mentioned].
Would [Day 1] at [Time] or [Day 2] at [Time] work for you?
[Your name]
[Your title]
[Your company]
`
What NOT to Do
| Mistake | Why It's Bad |
|---|---|
| Long response | They asked a simple question |
| More selling | They're already interested |
| Delayed response | Momentum lost |
| From cold email domain | Confuses the relationship |
| Automated response | Kills the human touch |
If They Asked a Question
Answer it directly, then offer next step:
`
Great question - [direct answer].
Would it help to discuss this briefly on a call? I'm free [times].
``
Don't dodge questions to "save" info for the call.
Scheduling Tips
- Offer specific times (not "let me know when you're free")
- 2-3 options max
- Include timezone
- Calendar link is fine for second message
Key Takeaway
Speed matters more than perfection. Respond within hours from your main email address. Keep it short. Make it easy to book time.