Sales - Handling an Inbound Sales Inquiry

Record the lead in your system within the same business day: contact name, company, email, phone, inquiry channel, and date received.

Send a confirmation with a specific response timeframe. Confirm receipt and tell the prospect exactly when they will hear back with pricing.

Confirm the product or service, quantity or scope, delivery deadline, budget indication, and decision-making process. Schedule a call or site visit for complex requirements.

Determine whether the job meets your capability, capacity, and margin requirements. Decline politely and record the reason if it does not.

Name a single person responsible for building and sending the quote. Prevents duplicate quotes and ensures accountability on the response.

Build the quote from confirmed qualification notes. Reference the customer's actual requirements - not a generic price list.

Send the quote with an explicit expiry date, your direct contact details, and a named date to invite a response.

Log the sent quote against the lead record and set a follow-up reminder for three to five business days later if no response is received.

Inquiries arrive by phone, email, and web form with no single place to log them, so some prospects are followed up days late or not at all.

Sales team members quote from memory or partial information, leading to prices that do not match what the customer asked for and rounds of rework.

Sent quotes disappear into email outboxes with no follow-up reminder, so warm leads go cold while the team is busy on active jobs.