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Lead Categorization & Follow-up Framework

For Presales & Sales Teams 

This page defines how to categorize leads before and after the site visit, and the exact actions to be taken for each type. Consistency in tagging leads = higher conversion.

Indian sales and presales team discussing site visit lead categorization with HOT, WARM, and COLD tags, using laptops and a checklist at a desk

1. Pre–Site Visit Lead Categorization

Owner: Presales Team

When: After the first qualified call

Focused Indian couple reviewing a property brochure and discussing over a laptop, preparing for a site visit with urgency and clarity

🔴 HOT Lead

Traits:
    •    Budget matches
    •    Visit planned within 2–5 days
    •    Decision-makers involved
    •    Shortlisting stage

 

CRM Entry Example:

HOT Lead – ₹1.2 Cr budget, visit booked for Saturday, wife aligned, compared 2 other projects.

Action:
    •    Book a site visit
    •    Share brochure, location pin
    •    Notify Sales Manager

Indian couple casually sitting on a sofa, holding tea and browsing property images, showing moderate interest but not yet ready to visit

🟠 WARM Lead

Traits:

 

  • Budget okay but visit planned after 7+ days

  • Still comparing or waiting for inputs

  • No clear urgency

 

CRM Entry Example:

 

WARM Lead – ₹95L budget, wants more info on plans. May visit next weekend.

 

Action:

 

  • Share brochure + plans

  • Set callback in 3 days

  • Build rapport

Young Indian man distractedly browsing real estate ads on his phone while sitting in a cluttered room, showing no urgency or decision intent

🔵 COLD Lead

Traits:

 

  • Budget mismatch / vague answers

  • Just exploring

  • No clear visit intent

 

CRM Entry Example:

 

COLD Lead – Early stage, ₹70L range. Exploring areas. No urgency.

 

Action:

 

  • Add to nurture list

  • Send basic project info

  • Monthly follow-up

 POST Site Visit Categorization & Follow-up Process

A Standard Operating Procedure for Presales & Sales Teams

Tag Every Lead Immediately After the Site Visit
 
Responsibility: Presales Executive
Timeframe: Within 30 minutes post-visit
Action: Update the CRM with the lead category: HOT, WARM, or COLD

Indian sales manager on a focused phone call at his desk, reviewing buyer notes from a recent site visit, preparing to push for closure with urgency.

🔴 HOT Lead


 🟢 Indicators:
 

  • Buyer said: “We like it. We are deciding soon.”

  • Ready to book within 1–7 days

  • Financials mostly clear

  • Decision-maker is involved

 
📌 CRM Note Example:
 
“SV done. Buyer is positive, ready to decide in 3–5 days. Wants one final discussion on pricing.”

Indian sales manager reviewing follow-up plans on a laptop, thoughtfully preparing to re-engage a site visitor showing interest but needing more clarity or time

🟠 WARM Lead

🟢 Indicators:

 

  • Buyer said: “We like it. We are deciding soon.”

  • Ready to book within 1–7 days

  • Financials mostly clear

  • Decision-maker is involved

 

📌 CRM Note Example:

 

“SV done. Buyer is positive, ready to decide in 3–5 days. Wants one final discussion on pricing.”
Indian sales manager leaning back at his desk, glancing at notes about a disinterested site visitor, planning minimal follow-up and long-term nurturing.

🔵 COLD Lead

🟠 Indicators:

 

  • Buyer said: “We liked it, but we need time / more visits.”

  • Booking timeline: 8–30 days

  • Needs clarity on:

     

    • Family inputs

    • Second site visit

    • Loan eligibility

 

📌 CRM Note Example:

 

“SV done. Buyer is interested but wants to evaluate 1–2 more projects. Follow-up in 3 days.”

🎯 Sales Manager’s Follow-up Actions Based on Tag

A Standard Operating Procedure for Presales & Sales Teams

Tag Every Lead Immediately After the Site Visit
 
Responsibility: Presales Executive
Timeframe: Within 30 minutes post-visit
Action: Update the CRM with the lead category: HOT, WARM, or COLD

Confident Indian sales manager in a suit, smiling while holding a trophy at a formal business event, symbolizing success in closing high-potential leads after site visits

🔴 HOT Lead

  • Call the lead within 1 day

  • Ask:

     

    • “What will help you make a decision today?”

    • “Are there any final concerns I can personally address?”

  • Offer urgency trigger: price change, limited units, special offer

Indian sales manager in a suit with a slightly concerned expression, seated at his desk, thinking through follow-up strategy for a buyer who showed interest but isn’t yet ready to decide

🟠 WARM Lead

  • Call the lead within 3 days

  • Ask:

     

    • “What’s still unclear?”

    • “Would you like to revisit or speak with our architect or home loan partner?”

  • Push for a second site visit or key decision-maker involvement

Indian sales manager wearing glasses and a formal suit, sitting with fingers interlocked and a cautious expression, representing a stalled or uninterested lead requiring minimal engagement

🔵 COLD Lead

  • Make a no-pressure follow-up call

  • Ask:

     

    • “What didn’t work for you?”

    • “Should we reconnect in a few months or keep you updated on price drops?”

Read more 

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Sakura Sales Play book

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