Did you know that 73% of B2B leads are not ready to purchase when they first interact with your brand? You have to find ways of nurturing them to see the value of your product/services and one of the ways to do it is with a call-back request form.

Having a call-back request form allows you to easily follow them up, answer their inquiries, and convince them to use your product/services.  So, let’s explore how to create and use a call-back request form to increase your conversion rate.

Definition of a Call Back Request Form

Generating leads isn’t the easiest thing to do. When marketing successfully generates these leads and hands them over to sales, the last thing that should happen is these leads slipping through your fingers because of a very simple oversight. A call-back request form ensures your sales team doesn’t lose leads by collecting their contact details and prompting them to schedule a day for a call to see your product demo and make inquiries about your product.

What Should Be Included In Your Call Back Request Form?

Your call-back request form’s purpose is to ensure you don’t leak leads, it shouldn’t be overly lengthy or filled with technical jargon. Keep it simple and stick to collecting only the important details. Here’s what your form should contain:

• Name: The full name of the person the sales team will call back
• Contact Details: email or phone number to schedule the call
• Preferred Time: The best time or time range when the person would like to receive the call.
• Reason for Call (Optional): A brief description of why the person is requesting a callback, which helps in preparing for the conversation.

What Are the Different Types of CallBack Request Forms

We have talked about what to include in your callback request form, let’s talk about the different types of forms and when to use them:

• Simple Call-Back Request Form: This typically only includes essential fields such as name, phone number, and preferred time. It’s the go-to format for callback request forms used across different industries.
• Detailed Forms: These are more comprehensive forms that include fields for additional comments, reason for the call, and even multiple contact methods. This is more suitable if you have multiple products or services. It increases your sales team’s chances of closing the deal during calls by preparing them for likely questions the leads would ask.
• Industry-Specific Forms: This is almost the same as the detailed form, the major difference is that the extra details are industry-specific. For example, a medical center call-back request form could include additional information like patient ID, or symptoms.

Benefits of Using Call Back Request Forms

Call back request forms help your sales team hold tight to leads but how exactly do they do that? Find out how:

• Lead Generation: Call back forms help you capture leads by collecting their contact information and specific products or services they are interested in. The next thing you need to do is follow up with them and nurture these leads through personalized interactions such as demos or discovery calls.
• Improved Customer Experience: Studies show that companies that respond as fast as 24 hours or less to inquiries are more likely to land customers than those who delay response. Using a call-back request form ensures your sales team responds fast to responses to inquiries and does not lose promising leads. It could also help them prepare better for customers’ inquiries and make customers feel valued, leading to a better overall experience.
• Efficiency: Call-back request forms streamline the process of managing call schedules. It provides the sales team with a clear record of who needs to be called back and helps them focus their energy on the right calls without letting a lead slip through the cracks.
• Data Analysis: Call back request forms can also help you study customer behavior and conversion patterns to inform your future marketing strategy. For example, you can study responses to determine peak times for requests to inform sales team response time and increase conversion rate.

Implementing a Call Back Request Form

Here’s a step-by-step guide to implementing your call-back request form:

1. Choose your Platform

Although the most conventional is adding the callback request to your website contact page, you can use different platforms for your call-back form. For example, if you have a mobile app and are releasing a new feature for a specific audience you can use push notifications to inform users of the new product launch and direct them to the callback request form.

You can also add your callback request form to your social media posts and link in bio for your social media audience to easily make inquiries.

2. Designing Your Call Back Request Form

Aesthetics matter in every setting including call back request forms, here are some tips to guide your form design:

• Simplicity: keep your form short and simple. Don’t add overwhelming fields and unnecessary information, stick to only information such as name, phone number, preferred contact time, and reason for the call.

• Visibility: People will only use the form if they can find it; place your form on a very visible page on your website or apps such as a contact us/book a call button on your homepage, services page, and header across all pages that redirect to the form. You should also have the form embedded on your contact page.

• User-Friendliness: Ensure the form is easy to fill out on both desktop and mobile devices. You can also include help text to make it easier for people to fill out your form.

3. Integration

After choosing your platform and designing your form, the next thing to add it your chosen platform so potential customers can access it: 

• CRM Integration: connect the form with your Customer Relationship Management (CRM) system to automatically capture and organize leads. This is a simple process, go to form settings, choose integrations, and select your CRM e.g. Salesforce, HubSpot, etc. For example on Formplus, all you need to do is use its Zapier integration, select your CRM, and choose when you want customers to see the form and you’re all set.
• Automation: To make your process more effective, set up automated workflows to assign call-back requests to the appropriate team members and schedule follow-up tasks. This ensures that no request is overlooked and follow-ups are timely. You can configure your form to have email notifications to alert team members of new requests, you could also integrate the form with your ticketing system such as Jira, Flodesk, etc.

4. Testing

Before collecting responses, it’s best practice to thoroughly test the form functions to ensure your target audience doesn’t encounter any issues with the form and drop off. Test the form display and responsiveness on various devices and browsers to ensure it works smoothly across all platforms. Also, check your responses to be sure the submissions are being properly recorded in your database.

Best Practices

Here are some to ensure you get the best results from your callback request form: 

• Prompt Responses: respond to call-back requests within a few hours, preferably less than 24 hours. This helps you hold your potential customer’s interest before they lose it and helps you clear any concerns or misconceptions about your product/services.
• Prepare for the Call: Go through the responses to your callback request form to personalize your conversation. This would help you connect easily with the potential customer and properly answer their questions.
• Track and Analyze: Measure and analyze growth opportunities for your sales process by tracking the key metrics of your call-back request form such as the number of form submissions, response times, and follow-up success rates. You don’t need a new analytics tool for this. For example, if you are using the Formplus call back request form, all you need to do is go to the analytics dashboard to see user behavior on the form page, such as drop-off rates and time spent on the page.
• Regular Updates: Regularly review and update your form’s fields and instructions to ensure they are current and accurate. For example, if there’s a change in your service offerings and you have a services section in your form, update the form to show the services you currently offer.

Examples and Case Studies

Case Study 1: Boosting Sales Conversions with Callback Requests – ABC Plumbing

Challenge: ABC Plumbing, a local plumbing service company. They relied on traditional contact forms where potential clients had to manually type out their plumbing issues in detail. This resulted in low conversion rates because the majority of their potential customers found it stressful, while others didn’t have the technical expertise to properly articulate their problems.

Solution: ABC Plumbing implemented a callback request form on their website. This form simply asked for basic contact information (name, phone number) and a preferred time for a callback. It also included a brief text box where customers could enter a few keywords describing their plumbing issue (e.g., clogged drain, leaky faucet).

Results: Within three months of implementing the callback request form, ABC Plumbing saw a 75% increase in lead conversion rates. Customers appreciated the convenience of requesting a call back and the ease of describing their problems in conversations rather than texts. The callback request form also provided valuable information to plumbers upfront helping them prepare better and led to faster service and higher customer satisfaction.

Key Takeaway: Simplifying the lead generation process with a call back request form and prioritizing phone communication helped ABC Plumbing to connect better with potential customers and convert them into paying clients.

Case Study 2:  Educational Software Company Doubles Lead Generation with Callback Requests

Company: EduTech Solutions develops personalized online learning platforms for schools and educators.

Challenge: EduTech Solutions relied on website traffic and downloadable resources to generate leads. However, while many educators signed up, most of them didn’t follow through with inquiries because of their busy schedules.

Solution: EduTech Solutions implemented a callback request form specifically targeted at educators:

• Tailored questions: The form questions asked educators about their specific needs and challenges related to online learning tools.
• Live consultation option: The form offered the option to schedule a live consultation call with a product specialist for in-depth discussions and personalized demos.
• Integration with CRM: The callback form also automatically saved educators’ information into EduTech’s CRM system, helping the customer success team follow up the leads.

Results:

• 100% increase in qualified leads: The callback request form attracted more serious inquiries from educators actively seeking solutions.
• Improved lead nurturing: EduTech Solutions was also able to address educators’ specific needs and concerns, leading to better conversion rates.
• Enhanced sales efficiency: Focusing resources on qualified leads through the callback system improved the overall sales team’s efficiency.

Key Takeaway: Using callback request forms with targeted questions and personalized consultation options can significantly enhance lead-generation efforts, especially in industries requiring a more consultative approach.

Conclusion

Generating leads takes a lot of effort and resources, having a call request form ensures you don’t waste all your lead generation efforts and resources. Call back request forms ensure you don’t lose leads by collecting their details and storing them in a secure database your sales team can easily access. 

Also, there’s no “standard call back request form” you can customize yours to fit your industry. The most important factor is to ensure it’s specific and not overly long. We hope this guide and our carefully designed template help you capture leads more effectively and help your sales team better prepare for calls.