How to Follow Up by Phone

Be prepared when making a follow up call.

Following up with customers or contacts is a regular business activity. If you are not too familiar with the process, you may have questions about how to initiate the follow up call. Although it is a simple process, you should always take time to think through your approach and present yourself professionally. How you follow up with customers for the first time will leave that person with a lasting impression about your company or business.

Instructions

1. Gather your thoughts before placing your call. Familiarize yourself with the details of the call you are making. Know the person's name and prepare an opening line in your mind. Opening the conversation with a confident introduction will gain the attention of the person you are calling.

2. Place the call and ask to speak with the person you are calling. Once he is on the phone, introduce yourself. State who you are and the company you represent. Explain the reason for your call. While it is important to be professional, try to be personable at the same time.

3. Engage in a conversation. Communication is a two way process. Once you have introduced yourself, you should interact with your caller. For instance, if you need to schedule an appointment, let the caller know the available times and ask what time is most convenient for him.

4. Confirm the details of your conversation. Once you have covered all the details needed for your call, repeat them with the contact. Ask if there are any additional questions he has, or provide some supportive details. For example, if he will be meeting for an appointment offer directions.

5. End the call on a positive note. Your contact has taken time to speak with you, no matter how quickly the conversation has been, remember to thank your contact for his time to close the call.

References

• Wire: Handling Follow Up Calls