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10 free lead reply email templates

Copy, paste and personalize. Use them for new leads, quotes, follow-ups and no-shows. Or let ReplyPilot write replies like these for you, in your voice, the moment an email arrives.

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1. New lead: first reply (within 5 minutes)

Hi [Name],

Thanks for reaching out about [topic]! I'd be glad to help. To point you in the right direction, could you tell me [one key question]?

I have time [Day] at [time] or [Day] at [time] for a quick call if that's easier.

Best,
[Your name]

2. Quote or estimate request

Hi [Name],

Thanks for asking for a quote. To give you an accurate number I just need:
- [Detail 1]
- [Detail 2]
- [Detail 3]

Once I have those, I'll get back to you by [timeframe].

Thanks,
[Your name]

3. Follow-up when a lead goes quiet (day 2)

Hi [Name],

Just following up on [topic]. Are you still looking for help with this? If the timing has changed, no problem. Just let me know and I'll check back later.

[Your name]

4. Last follow-up (day 7)

Hi [Name],

I haven't heard back, so I'll assume now isn't the right time. If anything changes, reply to this email and I'll pick right up where we left off.

All the best,
[Your name]

5. Booking a call or appointment

Hi [Name],

Great, let's set up a time. Do any of these work?
- [Day, time]
- [Day, time]
- [Day, time]

If not, send me a couple of times that suit you.

[Your name]

6. Missed appointment / no-show

Hi [Name],

Sorry we missed each other today. I know things come up! Would you like to reschedule? I have [Day, time] or [Day, time] open.

[Your name]

7. Price question you want to answer on a call

Hi [Name],

Good question. Pricing depends on [factor], so I'd rather give you a real number than a guess. A 10-minute call is usually enough. Does [Day, time] work?

[Your name]

8. Referral thank-you

Hi [Name],

Thank you for referring [Referral]! It means a lot. I'll take great care of them and keep you posted.

[Your name]

9. Past client check-in

Hi [Name],

It's been a while since we [worked together on X], and I wanted to check in. How is everything going? If there's anything I can help with, just reply here.

[Your name]

10. Out of office / busy today

Hi [Name],

Thanks for your email. I'm with clients today but saw your message and will reply properly by [time]. If it's urgent, call me at [phone].

[Your name]

Templates by profession

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