Enquiries go cold in the gaps — the day between the first message and your reply, the week a proposal sits unsigned. This checklist closes the gaps. Copy it into your pipeline and adapt the timings to suit.
Within 24 hours of the enquiry
- Log the enquiry with its source (website, referral, social) so you know which channels convert.
- Send the acknowledgement with your service brochure attached.
- Offer two specific consultation slots — specific times convert better than “let me know your availability”.
The consultation
- Capture the essentials in the event record: date, venue status, guest count, budget range, priorities.
- Note the services discussed — these become the proposal in one click.
- Agree the proposal delivery date out loud before the call ends.
Proposal & follow-up
- Send the branded proposal within 48 hours, while enthusiasm is high.
- Follow up on day 4 if unopened, day 7 if opened but unsigned.
- One revision round, clearly scoped — endless tweaks stall signings.
Contract & handover
- E-signature contract with the deposit invoice attached.
- On signing: task list generates, timeline drafts, client portal invitation goes out.
- Send the welcome message that sets response-time expectations from day one.