The follow-up call is often the move that closes or kills a deal. Not because of the sales pitch—but because of what you ask, how well you listen, and whether you end the call with something concrete. Here’s how to handle it.
The opening (first 30 seconds)
The opening has two jobs: identify yourself and get permission to continue.
“Hi [Name], it’s [Your name]. I’m calling about the [project name] proposal—do you have a couple minutes?”
If they say yes: move immediately to your check-in question.
If they’re busy: “No problem. When would be a better time? I want to make sure your questions get answered before [any relevant deadline].”
Don’t ask “Is this a bad time?” It’s a closed question that invites a no.
The check-in question (minutes 1–3)
The best question to ask on a follow-up call:
“I wanted to make sure everything in the proposal made sense. Was there any part that gave you pause?”
Then stop talking. Let them answer. The answer tells you everything about what’s blocking the deal.
Common answers and what they mean:
- “The budget is tight” → offer an adjusted scope option
- “We’re still comparing options” → ask what’s most important to them, then differentiate on that
- “The timeline doesn’t work” → ask what does, and see if you can meet it
- “Everything looks good, just been busy” → confirm next steps right now
The check-in question works because it’s open-ended and non-threatening. It gives the prospect permission to name the real obstacle—and you can’t solve a problem you don’t know about.
Responding to concerns
When they share a concern, your job is to listen first, validate second, and offer a solution third.
Don’t: “Oh, budget won’t be a problem—I can work with whatever you have.”
Do: “That’s helpful to know. Given that, here are two options I can offer: [Option A—full scope] and [Option B—adjusted scope at a lower price]. Which is closer to what works for you?”
Give them options. People who feel they have a choice are more likely to choose you.
Handling “we’re still deciding”
“Totally fine. Is there a date by which you’ll have more clarity? I want to make sure I can still hold the timeline we discussed.”
This is professional, not pushy. It establishes a clear reason for a follow-up call or email, and it gives you a date to plan around.
Closing the call with a next step
Never end without a concrete action. Choose one:
- “I’ll send the revised scope today—does that work?”
- “Want to lock in a kickoff date now while we’re talking?”
- “Should I send the contract over this afternoon?”
- “Is it better if I follow up by email, or would a call next week be easier?”
If they say they’ll “think about it” and you can’t get a specific next step, ask one more question: “What would help make the decision clearer?” Their answer gives you something to send in a follow-up email within the hour.
After the call
Send a brief follow-up email immediately—within 30 minutes:
“Great talking just now. Here’s what we covered: [bullet summary]. I’ll have [specific thing] to you by [date]. Let me know if anything changes.”
This turns the conversation into a record, keeps momentum, and signals that you mean what you say.
Waco helps you know when to make these calls in the first place—notifying you when a client opens your proposal so you can reach out while the conversation is already live in their mind.
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