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Hi.  We email reminders 2 times (2 weeks), then a bit firmer of a response from a senior accounting member giving 3 days to respond, call once and if no luck we send the invoice with a letter via Canada Post (well when they are not on strike) with a deadline to respond and I have had a lot of success with this.

Your persistence in following up with leads shows dedication, but it’s important to strike a balance between persistence and respecting a potential client’s boundaries. Let’s break this down:

1. Understanding the Nature of the Lead

• How Was the Lead Generated? The origin of the lead matters. If the lead came through a referral, a direct inquiry, or a conversation where they expressed genuine interest, a bit more persistence is acceptable. However, if it came through a less direct method—like a web inquiry or a cold outreach campaign—they may not have strong interest, and excessive follow-ups could harm your reputation.
• Qualification of the Lead: Before pursuing a lead aggressively, assess how "qualified" they are. If they haven’t shown significant engagement, their silence may indicate they’re not ready to commit.

2. Respect Their Silence

• If a lead isn’t responding, it could mean several things: they’re busy, uninterested, or their priorities have changed. Continuing to call repeatedly without a response may come off as pushy and turn them off from working with you in the future.
• Think of your follow-ups as providing opportunities rather than applying pressure. A couple of polite attempts at different times (e.g., an initial call, a follow-up email or text a few days later) should be sufficient. If they’re interested, they’ll respond.

3. Adopt a Multi-Channel Approach

• Rather than relying solely on calls, consider sending a professional email or text. Sometimes people are more comfortable responding in writing or outside of business hours.
• If they still don’t respond, you can leave the door open with a final message: “I understand this might not be the right time for you. If your needs change, please don’t hesitate to reach out. Wishing you the best!” This leaves a good impression without being overly persistent.

4. Timeframe for Follow-Ups

• A general rule of thumb is to make 2-3 attempts within a week or two, spaced appropriately. After that, it’s better to move on and focus on more promising leads. You can revisit cold leads after a few months if you think the timing might have been an issue.

5. Why Over-Persistence Can Backfire

• Repeated attempts can come across as desperate or unprofessional. They may also damage your reputation if the lead shares their negative experience with others.
• Time spent chasing uninterested leads is time you could use to build relationships with genuinely interested clients or to market yourself to new prospects.

6. A Strategy for the Future

• Consider implementing a lead-nurturing system where you track interactions and schedule a limited number of follow-ups for each lead. Automating emails or texts for non-responding leads could save time and reduce the risk of over-persistence.  I once used "SalesForce" but it was overly complex for our little business, and ludicrously expensive.  My sales people hated it!
• Make it easy for potential clients to say “no.” Some people simply don’t respond because they’re uncomfortable rejecting someone directly.  You know how you dislike unwanted e-mail.  So do they.  Most legitimate marketing provide an "opt out" button.  Do the same for your leads:  Provide them with a polite way to decline if they’re not interested, such as, “If this isn’t a good fit for you right now, just let us know, and we won’t bother you further.”  

Closing Thought:

Your time and energy are valuable. It’s better spent on qualified, engaged leads than on chasing silent ones. Persistence is important, but professionalism and respect for a potential client’s time and preferences are what will leave the lasting impression.

I typically create a call schedule for leads… initial call within 24 hours, second attempt one to two days later, third attempt 3 to 5 days later, fourth attempt seven days later, final follow up 10 to 14 days later. So that’s about five attempts total.

I send an email reminder in a couple of days. After a week I'll check in personally and if I don't hear back I archive it. Keeps my Leads clean and relevant... 

Will follow up 2-3 times depending on quality of lead.  Using two different forms of communication.  Don't waste time on dead leads.  People that are serious about working with you will get back.  More important I believe is the communication with existing paying clients.  Contact these people regularly.  Even when they don't need something.  Check in and build a relationship.  This will keep your phone ringing and keep you busy.  

I would continue to call and or email to show that you would really love to provide services and that you are serious about your business.  They may not answer or reply, but you never know if your persistence may be what gets you your next customer and or client.