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
Make a project and call it follow-ups
Open Claude Projects and click New project. ChatGPT Projects works the same way.
- 2
What: tell it the job
Copy this into the project's instructions box.
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.
- 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.
# 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]
- 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.
# 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]"
- 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.
# 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
- 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.
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.
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