# Follow-up checklist and sample messages

Fireflax · Version 1.0 · Reviewed 8 October 2026

Companion: https://fireflaxgpt.com/resources/follow-up-checklist-and-messages

Open this file in a text editor. Copy the useful parts into your existing process. No software setup, email gate, inbox connection or sending workflow is included. The three messages are alternatives, not a mandatory sequence. They concern existing requests; this document does not authorize outreach. Suitable timing and permitted contact depend on the actual relationship, preferences and channel.

## Checklist before every message

- [ ] Confirm the existing request, recipient, contact preferences and appropriate channel.
- [ ] Read the latest replies, call notes and quote/job status.
- [ ] Stop if there is a reply, opt-out, closed opportunity or booked job. A reply goes back to the owner to handle.
- [ ] Name one owner and one next action. Use a date agreed with the customer or your reviewed process; if unclear, hold.
- [ ] Fill only verified details. Remove unknown placeholders rather than inventing information.
- [ ] Check any price, scope or availability separately; do not promise what you have not confirmed.
- [ ] Have the responsible person approve the final draft and recheck the status immediately before sending.
- [ ] Record the actual sending outcome. Drafted, approved and delivered are separate states.
- [ ] Record the next review date or stop the sequence. Cancel pending reminders in the real system.

## Message 1: unanswered enquiry

Use after replying to an existing request, when a reviewed follow-up is appropriate.

Optional subject: Your enquiry about [requested work]

Hi [first name],

I'm following up on your enquiry about [verified request]. Would you still like us to help, or should we close the enquiry for now?

Thanks,
[owner name]
[business name]

## Message 2: quote clarification

Use when a quote has already been sent and one known detail needs clarification. If the customer has replied, respond to that conversation instead of continuing an unanswered sequence.

Optional subject: A question about [quote reference or work]

Hi [first name],

About the quote for [verified work], could you confirm [one specific question]? This will help [owner name] check the next step before we make any changes.

Thanks,
[owner name]
[business name]

Remove unknown quote numbers or claims about scope. Do not turn an uncertain detail into a promise.

## Message 3: courteous final check-in

Use only if a final contact is appropriate and no stop condition applies. This is not an instruction to send an extra message after an opt-out or a closed opportunity.

Optional subject: Closing the loop on [requested work]

Hi [first name],

Just checking whether you still need help with [verified request]. If we don't hear back, we'll close this follow-up for now. You can contact us again if you would like to revisit it.

Thanks,
[owner name]
[business name]

After the recorded final step, stop. Do not create urgency or repeat “final” messages.

## Fictional filled example

Robin asked Cedar Example Plumbing about a dripping kitchen tap. Alex is the fictional office coordinator. Assume Alex has checked current records and contact is appropriate. No message was sent in this example.

Hi Robin,

I'm following up on your enquiry about the dripping kitchen tap. Would you still like us to help, or should we close the enquiry for now?

Thanks,
Alex
Cedar Example Plumbing

If Alex finds a new booking, reply or stop request before sending, hold this draft and update the record.

## Reusable action log

Copy this block for each action:

- Request / quote reference:
- Responsible owner:
- Current status:
- Latest replies / calls / preferences checked by and at:
- Chosen draft and verified context:
- Reviewer / approval time (or held with reason):
- Delivery: not sent / sent with reference / failed / unknown:
- Actual delivery evidence or sending-system reference:
- Next action / review date / owner (or none):
- Stop status: active / paused / stopped:
- Stop reason and time:
- Pending reminders cancelled by and at:

An unknown delivery outcome needs investigation before retrying. This file does not stop another system automatically. Pause or cancel pending actions in that system and verify the result. Starting again requires a fresh review of the relationship and current record.

## Further reading

- https://fireflaxgpt.com/resources/follow-up-unanswered-service-enquiries
- https://fireflaxgpt.com/portal/demo?workflow=lead-follow-up
- https://fireflaxgpt.com/contact?interest=automation

Examples are fictional. No legal blanket permission, response rate, labor saving or automatic delivery is promised. The Fireflax sample uses browser rules/templates and simulated approval; it does not send messages.