Inbound lead response email templates
An inbound lead has already raised their hand, so the job is speed and relevance. This reply references what they wrote in the form, answers it if it can be answered in a sentence, and offers two specific times instead of a vague "when works for you?". Paste their form message with {clipboard} so you can quote it back.
;sl-inbound;sl-inbound in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
When the lead comes in through live chat and is still on your site.
For pricing-page form fills. Give a real answer before asking for a call.
When to use it
- A demo request, contact-form message or trial signup that came in today.
- The lead asked a specific question you can partly answer in the reply.
- You can offer real times in the next two or three business days.
What to avoid
- Don't reply with a generic "thanks for your interest" and nothing else. Answer something.
- Don't make them fill in a second form before they can talk to you.
- Don't quote their message back if it contains anything sensitive. Summarise it instead.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- First name
{fill:First name} - The lead's first name from the form.
- What they asked about
{fill:What they asked about} - The product or problem they named, in a few words.
- Clipboard
{clipboard} - Pastes whatever you last copied, such as an order number or a link, into that spot.
- Cursor
{cursor} - Where your cursor lands after the snippet expands, so you can start typing the personal part straight away.
- Time option 1
{fill:Time option 1} - A specific slot with time zone, e.g. "Tuesday at 10am ET".
- Time option 2
{fill:Time option 2} - A second slot on a different day.
- Booking link
{fill:Booking link} - Your scheduling link, as a fallback.
- ;sig-work
{snippet:sig-work} - Pulls in your ;sig-work snippet, so a change to that snippet updates every reply that uses it. Create a snippet with that trigger first (any template in the email signatures pack works), or the field stays as typed.
- Company
{fill:Company} - The lead's company name.
- Team size
{fill:Team size} - The team size they gave, or your best estimate.
- Plan name
{fill:Plan name} - The plan most companies their size choose.
- Price
{fill:Price} - The price as you'd say it on a call, e.g. "$12 per user per month".
Tips
- •Copy the lead's form message before you type ;sl-inbound and {clipboard} quotes it back word for word.
- •Offer two times about a day apart. One option feels like a test; five feels like homework.
- •The sign-off is {snippet:sig-work}, your signature from the email signatures pack. Add your booking link there once and every reply carries it.
Works in Gmail, Outlook, HubSpot, Intercom and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Put this in the team pack so every rep answers inbound the same way, and keep the booking link in a shared snippet so it never goes stale when someone changes their calendar tool.
See Retext for TeamsQuestions
How quickly should I respond to an inbound lead?
As soon as you can, ideally within the hour during business hours. The lead is thinking about the problem right now; by tomorrow they may be talking to someone else.
Should I answer pricing questions by email?
If you can give a typical range, yes. A lead who asked about price and got only a calendar link often doesn't book. Give the number, then offer the call.
Related templates
Discovery call confirmation
;sl-confirmSales
Hi [First name], Confirming our call on [Call date] at [Call time]. Here's the link: [Meeting link] What I'd like to cov…
Pricing proposal email
;sl-proposalSales
Hi [First name], As promised, here's the proposal for [Company]. Total: [Price] per [Billing period], for [Seats or scop…
Email signature with booking link
;sig-bookingEmail signatures
[Full name] [Job title], [Company] Grab [Meeting length] on my calendar: [Booking link]
Type ;sl-inbound, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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