Free customer follow-up sheet
Customer Follow Up Sheet: Free Template With Messages
A customer follow up sheet tracks the calls and messages you owe people who already bought from you: thank-yous, feedback, service dates, reorders and referrals. This free RMDialer sheet gives each follow-up a reason, a date and a rating, and the page includes sample wording for each.
- Seven follow-up reasons
- Low ratings flagged red
- Sample messages for each reason
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Swap the three placeholder customers for your own; their numbers are not real.
Updated
Short answer
What is a customer follow-up sheet?
A customer follow-up sheet is a spreadsheet of planned contacts with existing customers, each with a reason, a date, a done mark and a note of what they said. RMDialer's free sheet adds a satisfaction rating that flags unhappy customers in red for a same-day call back.
Key takeaways
- Give every follow-up a reason.
- Call unhappy customers the same day.
- Ask for referrals when they are happy.
Why follow up after the sale
Customer follow-up sheet benefits
What a business gets from a planned follow-up with every customer instead of waiting for them to call.
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Customers come back
A service reminder or a reorder call brings repeat sales a new lead never would.
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Problems caught early
A low rating turns red so a manager calls the same day.
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A reason for every call
Thank-you, feedback, service due, reorder, referral: the call has a purpose.
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Nothing forgotten after the sale
Every follow-up has a date and a Done? mark.
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Referrals asked for
Happy customers get a referral call instead of being left alone.
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Ready-made messages
Sample wording for each reason, below, to send on WhatsApp or say on a call.
Six reasons, six messages
Customer follow-up sheet reasons and sample messages
The Reason dropdown in the sheet has these, plus Upsell. Each comes with a timing and a short message you can use as it is, on a call or on WhatsApp. Download the sheet.
| Reason | When | Sample message |
|---|---|---|
| Thank-you call | 1 to 3 days after the sale | Hi {name}, thank you for choosing us. Is everything working as you expected? |
| Feedback | After first use | Hi {name}, how has the first week been? One thing we could do better? |
| Service due | On the service schedule | Hi {name}, your service is due this month. Shall we book a time? |
| Refill or reorder | Before they run out | Hi {name}, you may be running low. Want the same order again? |
| Complaint check | 2 days after a fix | Hi {name}, checking the problem is fully sorted. Anything still bothering you? |
| Referral request | After a good rating | Hi {name}, glad it is working well. Anyone you know who could use the same? |
Chasing people who have not bought yet is a separate list: the follow-up tracker Excel template.
An aircon servicing company in Singapore
A customer follow-up sheet for service reminders
Picture an aircon servicing company in Singapore whose customers needed servicing every few months but rarely remembered to book. The office knew who was due only when a customer called with a dripping unit.
The team started the customer follow-up sheet with every installation, the purchase date and a Service due follow-up. Each morning the amber rows became the call list, and the sample message turned into a WhatsApp the receptionist sent before calling. A Feedback follow-up after each visit, with ratings, showed one technician scoring lower than the rest, which led to retraining. The company is an illustration, not a named customer.
Plain limits
Customer follow-up sheet limits and repeat reminders
A sheet needs a new row for every service cycle and someone to open it each morning. Repeating work is where a sheet wears out first.
In RMDialer a customer becomes a paid client in one tap, each sale is its own record, and a reminder can repeat every three months, every year or any number of days with an end date. A WhatsApp message can ride along with the reminder, ready to send when it fires, and the customer's full history is on screen when you call. It does not run review campaigns or satisfaction surveys; keep the rating column if you want those.
Try it with your own workflow
Set up repeat follow-ups for your customers
Send us your customer list. We import it, set one repeating service or reorder reminder, and show it ringing with the message ready.
Team features, one plan
₹159/user/month
₹1908 per user, billed yearly, plus taxes, in India. $29 per user per year, or $12 per user for 3 months, outside India.
- Lead statuses, remarks and reminder scheduling
- Assigned calling lists and employee reports
- List auto dialing and WhatsApp automation
The personal dialer, call log and personal analytics are free forever. Team access and saved lead workflows require a plan. SIM charges and any WhatsApp provider charges are separate.
Compare free and paid features →Customer follow-up sheet FAQ
What is a customer follow-up sheet?
A list of follow-ups with people who already bought from you: who they are, what they bought, why you are contacting them, when, whether it was done and how it went.
What is a good follow-up message for customers?
Short, personal and with one question: thank them by name, mention what they bought, and ask one thing, such as whether it is working or whether they need a reorder. The table on this page has a sample for each reason.
How do you follow up on a customer?
Pick a clear reason, call or message on the date, record what they said and set the next date. The order that works for most businesses: thank-you, feedback, service or reorder, then a referral request when they are happy.
Can I change the follow-up reasons in the sheet?
Yes. The reasons live on the Lists sheet; rename them or add your own, such as Warranty check, and the Reason dropdown picks them up.
What is a CRM tracking sheet?
A spreadsheet used instead of CRM software to track customers and contacts with them. This sheet tracks the after-sale part; a full CRM workbook also tracks leads and deals.
How often should I follow up with existing customers?
It depends on what you sell: a service schedule, a typical reorder gap, or once or twice a year for products that last. The point is a planned date, not a random check-in.
Why does a low rating turn red?
A rating of 1 or 2 means an unhappy customer. Red makes sure a manager calls back the same day, before the unhappiness turns into a bad review or a lost customer.
Can I send these follow-ups on WhatsApp?
Yes. The sample messages work on WhatsApp as written. In RMDialer, a reminder can carry a WhatsApp message that is ready to send when it fires.
How do repeat follow-ups work in RMDialer?
A reminder can repeat daily, weekly, monthly, yearly or every set number of days, with an end date, so a service customer comes back on schedule without anyone re-entering it.
How is this different from a follow-up tracker?
A follow-up tracker chases leads who have not bought yet. This sheet looks after customers who have.