The Follow-Up Formula: How to Optimally Sequence AI Calls and Texts

If your sales team is giving up after one call or a single text, you’re leaving serious money on the table. The reality is that most leads require persistence. In fact, 80% of sales require at least five follow-ups to close the deal . The good news? By creating a smart sequence of AI-driven calls and SMS messages, you can dramatically boost your response rates without annoying your prospects. This follow-up formula is about working smarter – using multiple touchpoints (calls + texts) in a strategic cadence – to turn cold leads into warm opportunities.

The Power of Combining Calls and SMS

Why use both phone calls and text messages? Because they complement each other. An automated call (powered by AI) is great for delivering a personal touch – hearing a human-like voice – while an SMS is near-guaranteed to be seen quickly. Many busy prospects in fields like legal services or auto sales might ignore an unknown number, but will respond to a friendly text. By covering both channels, you double your chances of connecting. In fact, sending a follow-up text after an initial outreach can more than double lead engagement rates . Texts have incredibly high open rates (around 98%), making them an ideal one-two punch when used alongside calls.

Consider an example: an insurance agent calls a lead about a quote. If the lead doesn’t pick up, the agent’s AI assistant immediately sends a polite SMS: “Hi, I just left you a message with your insurance quote details. Feel free to text back any time!” Now the lead has a voicemail and a text in their inbox – two chances to engage instead of one. Sales professionals in SaaS and real estate use this tactic to great effect: a quick call to offer help, followed by a text that provides easy next steps (or even a simple “Did you get my message?”). This combination caters to the prospect’s communication preference, increasing the likelihood of a response.

Crafting Your AI Call/Text Cadence

You don’t need to guess how to time your follow-ups – use a proven formula. Here’s a sample AI-powered call/text sequence that works across industries (from high-end real estate leads to software demos):

1. Immediate SMS (Day 0): Right after a lead comes in, send an instant text confirming you got their inquiry (see the 5-Minute Rule above). Example: “Thanks for reaching out about [Product/Service]! We’ll call you shortly to assist, or just reply here with any questions.”

2. First Call (Day 0): ~15–30 minutes later, have an AI-driven call go out. The AI can greet the prospect by name and offer help. If they answer, great – your AI or rep handles the conversation. If no answer, the AI leaves a voicemail mentioning that you’ll follow up via text.

3. Follow-Up Text (Day 1): Next morning, send a friendly SMS referencing yesterday’s attempt and adding value. For example: “Hi [Name], just following up on your [Service] inquiry. I have some great information for you – is there a good time today to chat?”

4. Second Call (Day 1): Later that day (or Day 2 morning), place another call. People have different schedules, so a second attempt at a different time can catch them live. Again, ensure the AI leaves a voicemail if unanswered.

5. Final Nudge (Day 2 or 3): Send one more text as a gentle last attempt. This could include a special offer or a sense of urgency: “We’re holding your spot for a demo until Friday – let me know if you’re still interested. We’re here to help whenever you’re ready.”

Don’t get discouraged if you don’t hear back after the first touch or two. Many deals materialize only after multiple touchpoints. By sticking to a sequenced game plan, you’ll catch the leads who respond on attempt #3, #4, or #5.

With an AI-powered system coordinating these calls and texts, you can “set it and forget it” – every lead gets nurtured promptly and persistently, like clockwork.

Maximize your lead conversion with less effort. Closed.bot acts as that tireless 24/7 assistant, executing this entire follow-up formula for you – from instant texts to perfectly-timed AI calls – so your team can focus on closing deals.

‍Put your lead follow-up on autopilot with Closed.bot and watch your response rates soar.