New
The request arrived and still needs a first human review.
Free SOP template
Lead Follow-Up SOP Template
Use this operating procedure when inbound requests arrive, but replies depend on memory, shared inbox habits, or one person checking at the right time.
Daily review
- Open the lead queue once each workday before starting delivery work.
- Filter to leads with next action due today or overdue.
- Assign one owner before any reply is drafted.
- Move each lead to the next clear status before closing the review.
Required fields
- Received date and source.
- Contact name, company, and reply channel.
- Status, owner, next action, and next-action date.
- Last reply date, quote value, and close reason when known.
Statuses
Keep the pipeline small enough to use every day.
Needs info
A clarification reply is required before scope or price can be discussed.
Qualified
The request fits the offer and has enough context for a scoped proposal.
Proposal sent
The owner approved and sent a specific scope for customer review.
Won or delivery
The customer accepted, payment path is active, or delivery has started.
Lost or archived
The lead declined, is not a fit, or has no current action pending.
Reply rules
- Reply personally to real inbound requests only.
- Ask for missing workflow facts before quoting.
- Do not add contacts to unrelated campaigns.
- Do not use scraped lists, fake leads, or bulk unsolicited messages.
Build trigger
If the SOP requires copying between inboxes, spreadsheets, invoices, and delivery notes, a small workflow build is usually safer than relying on memory.
Boundary
This SOP is a process template, not a sending system.
- No automated outreach
- No scraped-contact workflow
- No contract, invoice, or payment instruction
- No storage of passwords, wallet seeds, private keys, or customer secrets