It was a Tuesday when I nearly lost a sale because I forgot to send a follow-up meme – yes, a meme. Before you laugh, let me ask: how many times have you let a lead slip away because your follow-up was bland, late, or forgotten? In the wild world of HVAC sales, it’s the persistent (and sometimes surprisingly creative) follow-up that turns ‘maybe’ into ‘where do I sign?’ Let’s talk not just about what works, but about what actually happens in the field. Let’s dive deep into HVAC Sales Success.
Wild Follow-Up Stories: Jumping Fences (Not Figuratively) and Other Real-Life Adventures
When it comes to HVAC sales follow-up, sometimes the most memorable lessons come from the field—not the classroom. If you want to master customer follow-up and boost your HVAC lead follow-up conversion rates, you need to be ready for a little adventure. Let’s dive into a real-life story that proves persistence and creativity can make all the difference.
Persistence Wins: The Story of Literally Peering Over a Fence
Early in my career, I had the privilege of learning from Gary, a seasoned HVAC sales pro. One afternoon, as we drove to a scheduled call, Gary suddenly pulled the truck over and said, “Hold on, I’m going to drop by a house.” I was curious, so I watched as he hopped out, walked up to a nearby property, and—without hesitation—jumped up to peer over the customer’s fence.
He came back shaking his head, muttering, “This guy’s dodging me. He still hasn’t put a new system in yet.” Gary wasn’t frustrated; he was determined. He gave me a quick update, then marched right up to the front door and knocked. No answer. He knocked again, this time with more persistence. Finally, the door opened.
Gary greeted the homeowner, “Hey, I’ve been trying to reach you. I just jumped up and looked over the fence—I saw you haven’t changed your system. What’s up?” The customer, a bit surprised, offered a reason for the delay. But Gary’s approach—direct, friendly, and persistent—broke through the customer’s hesitation. As Gary later put it,
“And 10 minutes later, we’re in the house doing paperwork.”
Embracing Unconventional Follow-Up: When Knocking Twice Beats an Email
What made Gary’s approach so effective? He didn’t rely on a single phone call or a generic email. He showed up in person, demonstrated genuine concern, and wasn’t afraid to knock twice—or even three times. In the world of timely follow-up, this kind of hands-on effort stands out.
- Face-to-face contact creates trust and urgency that digital messages can’t match.
- Multiple touchpoints (calls, visits, notes) keep you top of mind without overwhelming the customer.
- Physical presence shows commitment to solving the customer’s problem, not just making a sale.
Research shows that consistent follow-up can increase HVAC sales conversion rates by 10–20%. Persistent outreach—especially when it’s creative and respectful—dramatically improves your chances of closing the deal.
Nudging Without Nagging: Staying Memorable in the Customer’s Decision Cycle
Gary’s fence-jumping moment wasn’t about being pushy. It was about understanding where the customer was in their decision cycle and gently nudging them forward. He didn’t badger or guilt-trip the homeowner. Instead, he used humor and honesty: “I saw you haven’t changed your system. What’s up?”
Here’s how you can apply this lesson to your own HVAC lead follow-up:
- Be proactive: Don’t wait for the customer to come to you. Reach out before they forget about the issue.
- Be creative: If calls and emails aren’t working, try a handwritten note, a quick drop-by, or even a friendly text.
- Be human: Let your personality show. Customers remember genuine interactions more than scripted pitches.
- Be persistent, not annoying: There’s a fine line between follow-up and nagging. Respect the customer’s time, but don’t be afraid to check in more than once.
Key Takeaways from the Field
- Sometimes, closing a sale means going above and beyond the usual.
- Not all touchpoints have to be digital—in-person persistence can break through customer indecision.
- Creative, hands-on follow-up keeps you memorable and builds trust.
Whether you’re literally peering over a fence or just making that extra call, remember: in HVAC sales follow-up, persistence and creativity are your secret weapons. The next time you’re tempted to give up after one unanswered email, think of Gary—and don’t be afraid to knock again.
Mixing Up the Medium: From Texts and Memes to Thank You Cards
Why Text Message Follow-Up Gets You Noticed
When it comes to customer follow-up in HVAC sales, the numbers don’t lie: text messages are king. As one seasoned pro put it,
“My first option is always a text message because text messages get open more than anything else.”
Text message follow-up boasts the highest open rates of any communication channel. While emails can sit unread for days—or get lost in spam—texts are typically opened within minutes. This immediacy is crucial in HVAC sales, where quick response times can mean the difference between closing a deal and losing a lead.
To streamline your personalized follow-up, keep a set of templated text messages ready to cut and paste. This saves time and ensures consistency, while still allowing room for a personal touch. For example, after a service call or estimate, a simple “Thank you for your time today! Let me know if you have any questions about your HVAC options” can go a long way.
Emails, Memes, and More: Creative Customer Follow-Up Methods
While text messages lead the pack, don’t underestimate the power of variety. Effective follow-up methods include:
- Emails: Great for detailed quotes, service reminders, or sharing helpful resources. Like texts, you can create templates for efficiency.
- Memes: Yes, really. A well-chosen meme can break the ice, inject humor, and make your follow-up memorable. Tools like MemeCloser (created by Drewbie Wilson) make it easy to send relevant memes for about $50—a small investment for a big impact.
- Videos: Personalized video messages or quick walkthroughs of your proposal add a human touch and help you stand out.
- Phone Calls: Sometimes, nothing beats a direct conversation. Use calls for high-value leads or when you need to clarify details.
- Songs: For the truly creative, sending a song (even a short jingle) can be a fun, unexpected way to follow up.
- In-Person Visits: Dropping by to say hello or deliver a quote in person can leave a lasting impression, especially for local clients.
The key is to blend digital and physical outreach, keeping your follow-up fresh and engaging. Automated and systematic multi-channel follow-up is proven to improve customer retention and lead conversion in the HVAC industry.
Thank You Cards: Tangible Touches That Set You Apart
In an age of digital overload, a handwritten thank you card is a rare and memorable gesture. These cards double as business cards, offering a physical reminder of your service. For example, you can have custom cards printed with your logo, contact details, and even a QR code linking to your website or reviews.
The investment is surprisingly affordable. Custom printing can cost as little as $230 for 500 high-quality cards. As one HVAC pro shared, “At 500 cards, it was pretty inexpensive.” These cards can be used after a job is complete, after an estimate, or even as a follow-up to a quote that hasn’t yet closed.
A thank you card in the mail is unexpected, personal, and tangible—qualities that help you stand out in a crowded market. It shows you care enough to go the extra mile, and clients remember that.
Building Your Follow-Up Checklist: Blending Digital and Physical Outreach
Consistency is the secret to effective follow-up methods. The most successful HVAC sales professionals use a follow-up checklist to ensure no lead slips through the cracks. Here’s a sample sequence to maximize your response rates:
- Text message follow-up immediately after the appointment or quote.
- Follow up with a phone call if there’s no response.
- Send a personalized email with more details or a special offer.
- Drop a thank you card in the mail as a final, memorable touch.
- Sprinkle in creative options—like memes or short videos—where appropriate.
This blend of digital and physical outreach keeps your name top-of-mind and demonstrates genuine care for your clients. By mixing up your mediums and following a systematic approach, you’ll create memorable client experiences and boost your HVAC sales success.
Wild Card Wisdom: Why Closers Care, and 80% Leave Money on the Table
Let’s get real: in HVAC sales, the difference between the top closers and the rest isn’t just skill—it’s strategy. The 80/20 rule, also known as the Pareto Principle, is alive and well in our industry. While 80% of salespeople are missing out, the top 20% are quietly scooping up 80% of the deals. Why? Because they have a follow-up game plan that works. If you want to join their ranks, you need to understand why most salespeople leave money on the table, and how you can stop doing the same.
Most HVAC sales strategies focus on the initial pitch, but the real magic happens after the first appointment. The numbers don’t lie: 45% of HVAC revenue is booked a week or more after the initial lead comes in. Yet, too many salespeople wait 10, 20, or even 30 days before reaching out again. By then, the “closers” have already locked in the sale. As a result, you’re left fighting for scraps—grinding on price with leads who are barely interested. This isn’t just frustrating; it’s a direct hit to your commission and your customer retention rate.
So, what separates the closers from everyone else? It’s not just about being persistent—it’s about being prompt and creative. As one seasoned pro puts it,
‘Closers… love to make phone calls, text messages, send memes, send emails, and try to figure out a way to make some magic happen.’
That’s the wild card wisdom: closers care enough to follow up, and they do it with energy and variety. They don’t rely on a sluggish CRM or wait for someone else to nudge them. Instead, they build a personal follow-up schedule that keeps them top-of-mind with every lead. Whether it’s a call on Monday, a text on Tuesday, or a personalized email on Wednesday, they make sure no opportunity slips through the cracks. This approach isn’t just about hustle—it’s about having a system that works, week in and week out.
Here’s the hard truth: relying solely on your office’s CRM, or waiting for a manager to assign follow-up tasks, is a recipe for mediocrity. The best in the business take ownership of their pipeline. They track their own metrics, set reminders, and use every tool at their disposal. Top HVAC performers achieve up to a 90% follow-up response rate—not because they’re lucky, but because they’re intentional. They know that every hour counts, especially when 7% of customers are lost each year simply due to poor or slow response. That’s money walking out the door, straight into the hands of your competitors.
If you want to move from average to elite, start by mapping out your follow-up process. Don’t just add tasks to your calendar—think about the mix of touchpoints that will keep your leads engaged. Maybe you send a quick thank-you text after the appointment, a follow-up email with helpful tips two days later, and a friendly call at the end of the week. The key is consistency and speed. Remember, the early bird doesn’t just get the worm—it gets the whole sale.
Sales coaching and training can help you refine your approach, but ultimately, it’s up to you to execute. Don’t wait for someone else to do it. Don’t let a slow system or a busy office hold you back. Build your own follow-up schedule, track your results, and adjust as you go. The difference between a closer and everyone else is simple: closers care enough to follow up, and they do it before anyone else has the chance.
In the end, the wild card wisdom is clear: if you want to stop leaving money on the table, make follow-up your secret weapon. The top 20% are already doing it—and they’re not waiting for you to catch up. Take control of your pipeline, and watch your HVAC sales success soar.
TL;DR: Don’t underestimate creative, timely follow-up in HVAC sales; whether it’s a meme, a text, or an old-school thank you card, it can be the difference between losing a lead and closing the deal.
