Responding Promptly to Online Inquiries and Messages from Clients

In today’s fast-paced digital world, responding promptly to online inquiries and messages is essential for maintaining a professional image and ensuring client satisfaction. Whether a potential Notary client reaches out through your website, email, or social media, your ability to respond quickly and efficiently can make a significant impact on their decision to use your services. By setting up notifications, prioritizing timely responses, and following up effectively, you demonstrate your commitment to providing exceptional service and build trust with your clients. Here are some tips on how to master this crucial aspect of your Notary business.

Tip #1: Set Up Notifications

• Ensure you have notifications enabled for all of your platforms where clients might contact you, such as your Google business profile, website, email, and social media accounts. Knowing about the inquiry as fast as possible is the key. If you don't know, you can't act!
• Consider setting up automated responses that acknowledge receipt of the inquiry and provide a timeline for when they can expect a more detailed reply. I use this feature on Instagram & Facebook for any messages sent to my DM's.

Tips #2: Prioritize Timely Responses

• Aim to respond to inquiries within 24 hours, ideally sooner (especially for Google business reviews and Google Map messages for services). Quick responses demonstrate your professionalism and respect for the client’s time and helps with your Google ranking on the internet.
• Address all the client’s questions in your response to minimize back-and-forth communications, making the process smoother for both parties.
• If you need more time to provide a detailed answer, send a brief acknowledgment and let the client know when they can expect a full response. You can request their email if a detailed response would benefit them.

Tip #3: Follow Up

• After answering an inquiry, follow up to see if the client has any further questions or if they’re ready to book your services. This shows your dedication to client satisfaction.
• If a potential client hasn’t responded to your initial message, consider sending a polite follow-up to keep the conversation going and demonstrate your interest in helping them.
• Use this opportunity to reiterate your contact information and remind them of your availability for appointments.

I hope you found this article helpful, be sure to connect with me for more kNOwTARY Tip Tuesday articles.