Quick Take
The best standard is one your team can repeat consistently. Keep the system clear enough that good habits survive busy weeks.
Move quickly on fresh intent
A new inquiry is most valuable while the need is still active. Respond quickly, then vary the follow-up rather than sending the same question repeatedly.
Create space as intent cools
After the early window, reduce frequency and transition good leads into nurture instead of pushing at the same intensity forever.
Use natural business moments
Appointments, service intervals, seasons, estimates, renewals, and previous conversations can all create better timing than arbitrary calendar dates.
Stop when the signal says stop
Opt-outs, clear disinterest, and inappropriate timing should end or pause outreach. Good systems know when not to send.
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