Week 1: Initial Outreach -  always important to make them personal - definitely ask Chat GPT for input giving a precise background / brief.) 

  • Day 1: Call B2B and send the introductory email (as per canned response) that introduces CareChamp, highlights services.
  • Day 2-3: Call the recipient to follow up on the email. If unable to reach them, leave a brief, friendly voicemail referencing the email and offering to schedule a convenient time to discuss.

Week 2: First Follow-Up Email

  • Day 5-7: Send a follow-up email if no response has been received. Keep it short and friendly, reiterating the value CareChamp can add to their community and offering a virtual meeting (Zoom/Google Meet).

Action Point: Prepare presentation materials and a brief agenda in case they express interest in scheduling a meeting. Consider including testimonials or success stories to build trust and demonstrate value. (here is a brief presentation which we can edit:https://www.canva.com/design/DAF_mrGfpnA/jWTvkr1AI5OOk3ZQDnVIQQ/edit?utm_content=DAF_mrGfpnA&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton )


Week 3: Warm Follow-Up

  • Day 10-12: Send another follow-up email, focused on addressing any potential concerns. Highlight CareChamp’s flexibility and the tailored nature of your services to fit specific needs. Emphasize how easy and low-commitment it is to explore options together.

  • Day 12-14: Call again to follow up. This call can reiterate availability for a meeting, offer a quick chat, or simply remind them you’re available for any questions.

Action Point: If they respond positively and schedule a meeting, confirm the date and time, send a calendar invite, and provide an agenda. Prepare tailored materials or a slide deck to demonstrate alignment with their specific needs.


Week 4: Meeting/Presentation & Immediate Follow-Up

  • Day 15-21: Conduct the virtual meeting or presentation. During the meeting, keep the conversation consultative—focus on understanding their specific needs and showing how CareChamp can fill those gaps.

  • Post-Meeting Follow-Up: Within 24 hours, send a thank-you email recapping the discussion, any agreed-upon next steps, and relevant resources or materials.

Action Point: Based on the conversation, prepare a tailored proposal or summary of services to send in the next follow-up email.


Weeks 5-6: Proposal and Decision Follow-Ups

  • Day 25: Send a customized proposal or service summary if applicable. Include specific service packages or options, pricing, and a suggested timeline for partnership implementation. Keep it clear, concise, and action-oriented.

  • Day 28-30: Follow up with a phone call or email asking if they have any questions or feedback on the proposal and offering to clarify details.

Action Point: If they express interest but need more time to decide, agree on a timeframe for the next follow-up and make a note in your calendar to check in accordingly.


Ongoing Engagement for Potential Leads

If the prospective client hasn’t decided by the end of the initial follow-up cycle:

  1. Monthly Touchpoints: Send a brief, personalized email once a month to maintain rapport. You can share updates, new services, or relevant industry insights that might interest them.

  2. Quarterly Check-Ins: Every three months, reach out with a tailored message offering to reconnect, particularly if new services, packages, or client success stories might be relevant.

Action Point: Keep notes on each contact and update them regularly to ensure your follow-ups remain personal and aligned with the client’s unique needs and timelines.


This timeline creates a balance between proactive follow-ups and respectful spacing to avoid overwhelming your contact, keeping CareChamp top-of-mind and demonstrating value consistently.