Client Communication & Sales Follow-Up for Site Preparation

The Client Communication & Sales Follow-up process helps site preparation contractors maintain clear, professional communication with potential clients throughout the sales cycle. It outlines follow-up calls, emails, and reminders to ensure timely responses and consistent engagement. By standardizing these practices, site prep companies reduce lost opportunities, improve efficiency, and build stronger trust with prospects. Sales teams benefit from organization and accountability, while clients appreciate transparency and reliability. With this process in place, site preparation contractors can increase conversion rates, protect profitability, and grow their business through stronger, long-lasting client relationships.

Log all client contact details in CRM or tracking system

Set follow-up reminders based on proposal or meeting dates

Send initial follow-up within a few days of proposal delivery

Answer any questions the client has about scope or pricing

Address common objections (budget, timing, permits, etc.)

Provide updated or revised proposal if requested

Send friendly check-ins if no response after a set period

Offer to schedule a call or site visit to move things forward

Share relevant project photos, testimonials, or references

Track each communication and client response

Flag leads that need long-term nurturing or re-engagement later

Update proposal status (won, lost, pending)

Transition won jobs to project onboarding or contract signing

Review communication notes for future improvement