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Arbitration and mediation firms · Follow up systems

Reply to counsel with the next step, then keep a date to ask again.

A follow-up system for an arbitration or mediation firm is the routine that answers an enquiry, sends the papers list and reminds the right person to come back. GullySales works on the templates, owners and reminder dates so no enquiry waits unanswered.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of law firms at work in India

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for arbitration and mediation firms

Sales and marketing for arbitration and mediation firms, the overview.

Last updated 18 Oct 2026.

For arbitration and mediation firms

Where it usually goes wrong, and what we would do.

  • “An enquiry stalls on a missing paper”

    A party writes, gets told to send the contract and the notice, and never does. Without a reminder, the matter dies quietly. A dated nudge, with the list of papers repeated, brings back the ones that were only delayed.

  • “Counsel want a prompt, exact reply”

    A lawyer asking whether you take a matter expects a clear yes, no or what is needed. A slow or vague answer sends them to another forum. A drafted reply for each common question lets staff answer the same day.

  • “A mediation invitation needs a gentle second note”

    The other side has to agree to attend. One note to a counterparty is rarely enough, and a pushy one backfires. A short, neutral second message that restates what mediation asks of each side keeps the door open.

  • “After a close, the relationship ends”

    When a matter finishes, counsel who referred it hear nothing. A thank-you that reveals no detail, and a note about your next workshop, keeps the relationship alive without breaching confidentiality.

What we do

What we deliver for arbitration and mediation firms.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. Reply templates for common enquiries

    Drafted answers for scope, papers, appointment and costs questions, each in plain words.

    Result: Staff can answer the common questions from one folder.

  2. Papers checklist with reminder

    The list of items a party must send, with a reminder note that repeats the missing ones.

    Result: A party can see exactly which paper is outstanding.

  3. Owner and date on every enquiry

    A rule that each open enquiry has a named person and a next date.

    Result: The sheet shows no open enquiry without an owner.

  4. Counterparty invitation sequence

    A short sequence of neutral notes inviting the other side to mediation.

    Result: Each note states what attendance asks of the party.

  5. Referrer thank-you routine

    A note to counsel after a matter closes, free of any matter detail.

    Result: Every referrer is thanked once the matter ends.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Who it is for

This is written for these arbitration and mediation firms.

  • Institutional arbitration centres
  • Commercial mediation centres and private mediators
  • Boutique arbitration practices with senior arbitrators
  • Construction and infrastructure dispute resolution firms
  • Online dispute resolution platforms
  • Shipping and trade arbitration practices
  • Family and community mediation services
  • Arbitrator panels attached to chambers of commerce

How it works

How the follow up systems work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Measure today's reply time

    From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Set up templates, tasks and ownership

    Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.

  4. 4

    Track and adjust every month

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales process design, at stage 2, qualification. The audit comes before it, and sales management keeps it running.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2 · you are here

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
When should we follow up?
Set it by the stage and the party. We do not fix a rhythm for you, because a counterparty invitation and a missing-papers reminder need different handling. Decide it with your registry.
Can follow-up look like solicitation?
It can, if it chases business. Keep to answering enquiries and reminding parties of what they asked for, and check the wording against professional rules with your own council.
Should reminders go by email or WhatsApp?
Use the channel the party used first. Counsel prefer email for records and a phone call for urgent points. Log every reminder in the same sheet whichever channel carries it.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for arbitration and mediation firms

Everything else we would do for you.

Closest to this: leads and follow-up

Also for arbitration and mediation firms

Or start from the overview: sales and marketing for arbitration and mediation firms.

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