Free templates

Build it once. It writes every follow-up.

The 4W system is four files in one Claude project. After every sales call you paste your notes, and it writes the follow-up in your voice, aimed at the right goal. About five minutes to set up.

the 4W system

  • Whatthe jobwrite my follow-ups
  • Wayyour voice + your rulesvoice.md, rules.md
  • Whyyour offers + the goaloffers.md
  • Whothe call notespaste after every call

Set it up, step by step.

  1. 1

    Make a project and call it follow-ups

    Open Claude Projects and click New project. ChatGPT Projects works the same way.

  2. 2

    What: tell it the job

    Copy this into the project's instructions box.

What · project instructions
You write my sales follow-up emails.
Every time I paste notes from a call, write ONE follow-up email to that person.

Use:
- voice.md to sound exactly like me
- rules.md for the rules you must follow every time
- offers.md to pick the right offer and the ONE goal for this email

Output only the email: a subject line, then the body. No notes, no options.
  1. 3

    Way: give it your voice

    Save this as voice.mdand upload it to the project. Then swap my examples for 3 to 5 real follow-ups you've sent that got a reply. This is the file that makes it sound like you.

Way · voice.md
# voice: my best follow-ups (examples of how I write)
# Replace these with 3 to 5 real follow-ups you've sent that got a reply. Remove client names.

## example 1
subject: the 3 things from today

hey marcus,
loved today. you said the real problem isn't leads, it's that nobody follows up after the first call.
that's the easiest one to fix.
i mapped out the 3 steps we talked about. want me to walk you through it thursday or friday?
[your name]

## example 2
subject: quick one

hey sasha,
you mentioned you're doing intake by hand every monday.
that's 4 hours a week you get back with one simple system.
open to a 20 minute call this week so i can show you?
[your name]

## example 3
subject: no pressure

hey dev,
totally get the timing thing.
when you're ready, the first step is small: one form and one automation.
should i check back in 2 weeks, or is next month better?
[your name]
  1. 4

    Way: give it your rules

    Save as rules.md and upload it. Keep it short. These are the things it has to do every single time.

Way · rules.md
# rules: follow every time

- under 100 words
- write like a text to a friend: short lines, lowercase is fine
- use ONE specific thing they said on the call
- no discounts, no pricing, no income promises
- never sound salesy or desperate
- end with ONE simple question that moves to the next step
- sign off as "[your name]"
  1. 5

    Why: give it your offers and the goal

    Save as offers.md and upload it. Each offer gets one goal, so every email asks for one clear next step.

Why · offers.md
# offers: pick one, and its goal
# Replace these with your own offers.

## done-for-you service
for: people who want it handled
goal of the email: book a 20 minute walkthrough call

## one-time session
for: people not ready to commit
goal of the email: book the session

## already a client
goal of the email: ask for a referral or a quick testimonial

## not ready / timing
goal of the email: agree on WHEN to check back
  1. 6

    Who: paste your call notes after every call

    Start a chat inside the project, paste your notes, hit send. Here's a sample to test it with. It writes the follow-up in your voice, aimed at the right goal.

Who · sample call notes
client: dana, owns a cleaning company, 6 employees
call: 30 min discovery
- doing quotes by hand at night, takes about 5 hours a week
- loses jobs because she replies to leads the next day
- likes the idea of an instant reply + auto quote form
- worried it will be "too techy" for her team
- said "if it saves me my evenings, i'm in"
- best time to talk again: next tuesday or wednesday

Level up

Drafted before you hang up.

Connect your call recorder (Fireflies, Fathom, Zoom) so the notes land in the project for you. Then the follow-up is waiting the moment the call ends. That's one of the systems we build together inside the community.

AI & Systems for Owners

This is one system. Build the rest with me.

Inside my Skool community we use AI to build the systems that run your business: content that posts itself, calls that book themselves, follow-ups that write themselves. One system a month, built with me.

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  • Done with you, not thrown at you
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