IndiaMART lead follow-up: a daily routine and messages

An enquiry from IndiaMART lands on your phone at 11:40, while a vehicle is being loaded. You open it at 4. The buyer says "I will let you know", and nobody calls again. The enquiry had no quick reply, no row in any list and no date for the next call.

How an IndiaMART enquiry reaches you

IndiaMART's help pages describe two kinds. A buyer who finds your product in your catalogue posts an enquiry directly to you. Or a buyer posts a buy requirement, which IndiaMART filters and shares with the relevant sellers. It calls this a BuyLead, and the alert comes by email, SMS and app notification.

Your enquiries show in the seller panel with the sender's name, contact number and location. In its Lead Manager you can reply, send a quotation, set a reminder and add notes and labels.

The same help pages advise sellers to contact the buyer immediately, send a quotation based on the requirement and follow up regularly. Below is a way to do that every day.

How to convert IndiaMART leads: the first minutes

A buy requirement is shared with the relevant sellers, in the plural. The first useful reply starts the conversation.

1. Put the alerts on the right phone: the phone of the person who will answer.
2. Reply in the first minutes. A name, one fact and one question.
3. Call within the hour. If nobody picks up, send a WhatsApp message and try once more before evening.
4. Write the row at once. One line in the list below, with a date for the next call.

IndiaMART lead management: one list for every source

Enquiries also come on WhatsApp, on calls, from your website and through references. If the IndiaMART ones sit in the panel and the rest in phones and diaries, nobody sees the day's follow-up in one place. Keep one list for all of them, in a notebook or a sheet.

Column	What to write
Date	When the enquiry came
Name	Person and firm
Phone	One row per phone number
Source	IndiaMART, WhatsApp, call, website, reference, walk-in
Need	Product, quantity and city, in one line
Handled by	One salesperson
Stage	New, contacted, quoted, won, lost
Next follow-up	A date. Never empty for an open enquiry
Last remark	What was said in the last contact
Reason if lost	Price, timing, bought elsewhere, no reply, not a real buyer

The Excel register in our guide on why enquiries go cold has these columns. Its "Source" list says "Portal": pick that, or change the list to say IndiaMART.

A next follow-up date on every row

"Will call later" is not a follow-up. Every contact ends with a date in the list, even when the buyer says "after Diwali". Each morning, each salesperson reads their own rows dated up to today and makes those calls first. A row with no date is an enquiry nobody will call.

IndiaMART lead follow-up messages you can copy

First reply, in the first minutes:

Namaste, this is Rahul from Verma Hardware. We got your enquiry for ball valves. The 1 inch size is in stock. How many pieces do you need, and in which city?

Second follow-up, two or three days later, with something new:

Namaste, Rahul from Verma Hardware. I have sent the rate for 250 ball valves with a photo of the packing. Shall I hold this rate till Friday?

Third follow-up, about a week after the first reply:

Namaste, Rahul from Verma Hardware. Are you still looking for ball valves? If the size or quantity has changed, I will send a fresh rate. If you have already bought, one word is enough and I will not disturb you again.

When to stop following up

Fix the number before you start: for example a first reply and three follow-ups over two weeks. After the last one, mark the row lost with the reason "no reply". Stop at once when the buyer says no or asks not to be contacted.

When the Lead Manager alone is enough

If almost every enquiry comes through IndiaMART and one person answers them, you may not need a second list. Use the reminders, notes and labels of its Lead Manager, and open the reminders every morning. A separate list earns its place when enquiries come from several sources.

Sheet or system?

A notebook or a shared sheet with these columns is enough for one or two salespeople, as long as someone reads it every morning. It strains when salespeople on the road will not open a sheet on the phone, or when you want to see missed follow-ups without asking. At that stage we set up an Enquiry Follow-up system on your own enquiries, where each one is entered in a few seconds from the phone or brought in from a sheet. You can try its live demo without a signup.

Product names belong to their owners. Shilp Labs is not connected to any of them. What is said about them here was read on their own websites in October 2026 and may have changed.