Five minute reply to a new web lead
Paste the lead's message and get a reply that answers their question, asks the one thing you need to quote, and offers a time to talk. You send it within five minutes while they are still at their desk.
Who it is for: Anyone who answers the inbox and wants to reply fast without sounding like a form letter
The business that replies first usually gets the job. Not the cheapest, not the best, the first. Most owners know this and still let leads sit for a day because writing a good reply takes thought and the day is full. This prompt does the thinking.
Gather first
- The lead's message, copied exactly.
- Your real availability for the next two or three days.
- The one or two facts you always need before you can quote (address, square footage, dates, headcount).
How to use it
Keep the prompt saved in a note. When a lead comes in, paste their message into the bracket, add your availability and send. Read the reply once, fix anything that is not true, and send it from your own email or text. Do not let the AI send it for you.
What good looks like
Under 120 words. It answers what they asked, asks for exactly one missing detail, and offers two specific times. It sounds like you on a good day, not a customer service department.
You are the owner of a small service business replying to a new lead who just filled out the contact form on our website. Write the reply I will send. Plain English, warm but not gushing, no exclamation points, no em dashes, no corporate phrases like "reach out" or "touch base". About my business: [PASTE BUSINESS NAME AND WHAT YOU DO IN ONE SENTENCE] My name and role: [PASTE] What I need to know before I can give a real quote: [PASTE THE 1 TO 2 FACTS, FOR EXAMPLE ADDRESS AND ROUGH SQUARE FOOTAGE] Times I can talk or visit in the next 3 days: [PASTE 2 TO 3 SPECIFIC WINDOWS] How we usually move forward (phone call, site visit, video walk through): [PASTE] The lead's message, exactly as they wrote it: [PASTE THE LEAD'S MESSAGE HERE] Write the reply with these parts, in this order, as one short email or text: 1. Greeting by first name if they gave one. 2. One sentence that shows I read their message, referencing a specific detail they wrote. 3. A direct answer to any question they asked. If I cannot answer without more information, say so plainly and say what I need. 4. Ask for the one most important missing fact. One question only. 5. Offer two of my specific time windows and ask which works, or invite them to suggest another. 6. Sign off with my first name and phone number. Rules: under 120 words. No pricing unless I gave you a number. Do not promise a timeline. Do not use the words "amazing", "excited" or "perfect". If their message sounds urgent (a leak, a deadline, an event date this week), say in the first line that I can call them today and ask for the best number. If the message is clearly spam or a vendor pitch, tell me that instead of writing a reply.
Would rather have it done?
This is something we already run for clients. Send the intake and name this playbook; we will come back within a business day.
Goes well with
Follow up sequence for a quote that went quiet
Builds a four message follow up for one quiet quote, spaced over three weeks, each with a reason to reply that is not "just checking in".
Lead scoring rules for your intake form
Turns your gut feel about good and bad leads into a written scoring rubric your team or your CRM can apply the same way every time.
Missed call text back script
Writes the automatic text that goes out when you miss a call, plus the follow ups for the next hour and the next morning.