Someone fills out your contact form or calls. Send an immediate response, then 2 more follow-ups over 5 days.
Someone visits your site but doesn't convert. Send an email 24 hours later asking if they have questions.
Customer completed a purchase or service. Send thank you email immediately, then a check-in 7 days later.
Best for managing leads and running follow-up sequences. Includes email automation, contact management, and task reminders.
Try HubSpot Free →Better if you already have an email list. Great for email sequences and automation based on subscriber actions.
Try Mailchimp Free →We'll use the most common scenario: automating follow-up when someone fills out your contact form.
Decide how many emails you'll send and when. Here's the template we recommend:
Why this timing? Email 1 closes the loop. Email 2 catches people who are still thinking. Email 3 creates urgency.
Copy-paste these templates and customize for your business:
Email 1 (Send Immediately)
Email 2 (Send 2 Days Later)
Email 3 (Send 5 Days Later)
In HubSpot Free (or Mailchimp), here's how to connect the dots:
Most tools use a visual "workflow builder" where you drag and drop emails into a timeline. It's easier than it sounds.
Before you go live, test it:
If anything fails, troubleshoot before activating for real customers.
Automation is great, but humans still close deals. Add a manual task:
The best follow-up is still human connection. Automation gets them attention; you close the deal.
Email is great, but text messages get opened 98% of the time. Here's a 5-message SMS sequence for leads:
Use Podium or Twilio for SMS automation. Most cost $20-50/month for basic SMS sequences.
Yes. Most tools automatically pause the automation when someone replies. This is good—you don't want to send "Email 3 - Last Chance" if they already said yes.
Check your open rates (how many people opened each email) and reply rates. HubSpot and Mailchimp show this in reports. If Email 1 gets 40%+ opens and Email 3 gets 10%+, you're doing well.
Absolutely. Create multiple workflows for different scenarios: one for service inquiries, one for product orders, one for demo requests. Each can have its own email sequence.
Import them into HubSpot or Mailchimp (usually a CSV upload). Then manually trigger the automation for past leads, or send a single "re-engagement" email. Don't spam them with all 3 emails at once.