How to Handle Every Coaching Client Inquiry with Confidence

client inquiry

If you’re a coach, you know the feeling: That ping. That buzz. An email. A message.

A potential client!

It’s exciting. (And I’m not going to lie, it’s also a bit daunting!)

And for those who are just starting out, there can also be a feeling of uncertainty. Questions like: “How should I respond?” or “What’s the best next step?” might arise.

However, navigating these waters becomes much easier with the right tools and strategies. This article is here to provide just that – a straightforward guide to handling client inquiries with ease and confidence.

Keep reading to learn more about:

  • How to get client inquiries
  • How to handle a new client inquiry
  • How to follow up on a client inquiry

How To Get Client Inquiries

Every coach values the moment an inquiry lands in their inbox. It signals interest, trust, and potential growth. 

But how do you ensure a steady stream of these inquiries? Here’s a breakdown.

1. Word-of-mouth referrals

The most straightforward way to get client inquiries? Deliver excellent service – and turn your existing clients into referrals.  

When clients are pleased with your coaching, they’ll recommend you to others. This is the essence of word-of-mouth referrals. 

Make sure you consistently offer value, and your clients will naturally spread the word. But it doesn’t hurt to directly ask for a referral, either.

2. Have a professional and user-friendly website

A website is more than just an online presence; it’s the digital front door to your coaching services. When potential clients click on your site, they look for answers, guidance, and assurance.

So, what do you need to add to your website to ensure it effectively communicates your value and expertise?

  1. Clarity: Make sure your website clearly communicates what you offer and how it benefits the visitor.
  2. Testimonials: Displaying feedback from past clients provides credibility. It shows new clients the value you’ve brought to others.
  3. Informative Content: Regular blog posts or articles showcase your expertise and keep your audience engaged.
  4. Ease of Contact: Make sure visitors can effortlessly reach you. Whether it’s through a simple contact form, client inquiry form, or a prominently displayed email link, the easier it is for them to get in touch, the more likely they are to do so.

In short, a well-designed website attracts and educates potential clients and instills confidence in your abilities, prompting them to initiate that all-important first conversation.

Want an example of what a great coaching website looks like? Look no further than Shannon Bryson Breathwork… just the section above the fold can teach you a bunch of lessons!

client inquiry

Here’s what works in this section:

  • The main headline communicates a specific outcome
  • The caption below the headline specifies how that outcome is delivered
  • We get a great first impression of Shannon – professional photo, great design and logo, etc
  • She includes a banner at the top for a lead magnet (a great way to grow your email list and get more inquiries!)

Check out our post on life-coaching websites if you need more inspiration!

3. Leverage social media

Social media is essential, especially for coaches aiming to expand their clientele. Using platforms like Facebook, Instagram, TikTok, or even LinkedIn, you can connect with a wider audience or even go viral, depending on your target audience. 

Here’s how you can leverage these platforms effectively:

  • Share Knowledge: Post articles, tips, and coaching advice. This establishes you as an expert in your field.
  • Interact: Don’t just post; interact. Respond to comments, answer messages, and engage in conversations. This builds trust and a good impression with your followers.
  • Showcase Results: Share testimonials or feedback from past clients. This provides potential clients with tangible evidence of your success as a coach.

Being active and consistent on social media can significantly influence potential clients. When they see your value and proactive engagement, they are more likely to consider your services!

How To Handle a New Client Inquiry

client inquiry

Finally, the moment arrives – a new client inquiry hits your inbox. Your marketing efforts are finally paying off.

So, how do you handle it in the best way? Here’s how to respond to a client inquiry professionally.

1. Give a prompt response

Time is of the essence. Respond quickly and professionally to every inquiry. 

For example, you can say: “Thank you for reaching out,” and then answer their question. This initial acknowledgment shows you value their interest.

2. Start a conversation

Now, engage. You’re a coach – start the coaching process before they’ve paid you.

Ask open-ended questions. What are they hoping to achieve? Where do they feel stuck? Their answers will offer insights and help gauge if you’re a good match.

3. Share your expertise

Here’s where you bridge the gap between their needs and your services. 

Once you have clarity on their requirements, align it with what you offer. Discuss specific ways your coaching will address their concerns. It’s also a good time to bring up any relatable success stories to foster confidence in your methods.

4. Define the next step

Offer a clear next step. Maybe it’s a detailed discovery call or perhaps an introductory offer. Leave them with a clear path forward.

Each inquiry is a potential partnership. Handle it well, and you’re on the road to another successful coaching relationship.

How To Follow Up on a Client Inquiry

You laid out what you offer. They seemed interested. 24-48 hours later, they still didn’t respond. I have been there, and it sucks… but you can win back some of these inquiries!

So, how can you rekindle that spark?

1. Promptness is key: Getting back to potential clients swiftly is essential. Aim for a response within the 24-48 hour window. This shows you value their time and are serious about your profession.

2. Show your gratitude: Start your response with a note of thanks. Let them know you’re grateful for their interest in your services.

3. Deliver what’s promised: If, during your initial conversation, you mentioned sending over more information or resources, ensure you include those in your follow-up.

4. Add a personal touch: Have you chatted with this person before? Or have you already been on a discovery call? Recall a detail or two from your initial chat. Referencing specific elements of your first conversation shows that you were attentive and genuinely interested in their needs.

5. Tune into their pace: Every client is unique. Some might be weighing other options and might take a week to decide. Some might be ready to jump in immediately. Gauge their timeline and adjust your follow-up strategy accordingly.

6. Convey genuine enthusiasm: Let them feel your genuine eagerness to assist and guide them. But always keep it professional.

7. Send a reminder: If a week or two goes by with no response, it’s okay to send a gentle reminder. Everyone’s busy, and sometimes emails or DMs do get overlooked.

8. Continue following up: You can follow up until you get a “no.” It takes an average of five follow-ups to get a sale!

Remember, every client inquiry is a potential collaboration. With the right approach to following up, you set the stage for a fruitful coaching relationship.

Want To Make The Client Inquiry Process Even Smoother? Use Paperbell!

Paperbell simplifies the process of scheduling appointments with both potential and current clients. 

Made by coaches for coaches, its calendar scheduling tool allows you to customize availability for each coaching package and provides visibility to your clients regarding their remaining appointments with you.

But it also keeps track of all client notes in one place… and automates follow-up emails, too!

Want to see it for yourself? Then claim your free account right here to try it out!

client inquiry pin

By Charlene Boutin
Charlene is an email marketing and content strategy coach for small business owners and freelancers. Over the past 5 years, she has helped and coached 50+ small business owners to increase their traffic with blog content and grow their email subscribers.
October 13, 2023

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