Revive dormant law firm clients from your inbox
Connect your mailbox, find the clients you have not spoken to for months, and send each a considered check-in that a partner has approved.
Last updated
Connect your mailbox so LeadLex can see when you last wrote to each client. The dashboard's Client Retention card then lists clients with no recent interaction, anniversaries of won matters and lost deals worth another try. Ask Lexi to draft a check-in for each, read it, and send it yourself.
A client who already knows you needs far less persuading than a stranger, and the check-in costs one email.
Steps
1. Connect the mailbox
Open Settings → Email & Calendar and connect Google or Microsoft. Switch on Email and Calendar. Turning email on starts a sync of the last 90 days. Each person connects their own. See Connect Gmail or Outlook, and Google Calendar.
2. Check who counts as a client
The Client Retention card treats a contact as a client when they are the primary contact on a won deal, so check that your won matters are in LeadLex. The client status under Status on the contact (Active, Lead, Inactive, Dormant) is for your own filters and the monthly dormant count. The card does not read it.
3. Read the Client Retention card
On the dashboard, switch to Team. The Client Retention card shows up to five items, highest priority first, and disappears when there is nothing to show:
- 1-year anniversary for a deal won 11 to 13 months ago.
- Win-back opportunity for a deal lost 60 to 180 days ago.
- Check-in overdue for a client with no interaction for 45 to 180 days.
- Cross-sell at a company with a won deal, where at least one contact is on no deal.
If a contact has no last-contacted date, editing the record resets the 45 day clock.
4. Ask Lexi for the longer list
The card is short on purpose. Ask Lexi for everyone with no contact for 90 days, filtered to the clients you care about. Check the answer against the contact records.
5. Draft one message per client
Open the contact and ask Lexi to draft a check-in using the email history. Good check-ins refer to something real: a past matter, a change in their market, a deadline. Edit it so it sounds like you.
6. Send, then set the next touch
Send from your own mailbox. Then set the contact's Follow-up date and create a task if you expect a reply. See Tasks, notes and follow-ups.
7. Let task rules keep it going
Admins can enable a recurring touch-base task for high priority contacts and a revisit task when a deal is lost, under Settings → Task rules.
Lexi prompts
Which of my clients have I not written to or met in the last 90 days? Show the last interaction and the last matter for each.
Draft a short check-in email to Katrin Vogel at Tessmar Medical. Refer to the trade mark renewal we handled in spring, ask how their product launch is going, and suggest a coffee. Under 80 words.
Which deals did we lose between two and six months ago? Rank them by estimated fee value and suggest which are worth a second approach.
Create a follow-up task for each client on this list, due next Friday, and set their follow-up date to 14 days from today.
Template to set up
| Item | Setting |
|---|---|
| Client status | Active or Dormant, kept current by the relationship partner |
| Inactivity threshold | The Priority contact gone quiet task rule. It covers high and medium priority contacts and fires after 90 days of silence by default |
| Message rule | Every check-in refers to one real, specific thing |
| Approval | The relationship partner reads and sends every message |
| Review | Monthly, on the same day as the cross-sell review |
How to measure it
- Check-ins sent. How many clients got a personal message this month.
- Replies. Replies and meetings booked, from the contact's Last interaction and the meetings list.
- Deals reopened. New deals created from the check-in list, and win-back deals moved forward.
- Dormant count. Clients with status Dormant at the start of each month. It should fall.
FAQ
How do I find clients I have not spoken to recently?
Connect your mailbox, then use the Client Retention card on the dashboard, the Last interaction and Last contact values on contacts, or ask Lexi for clients with no contact in 90 days.
Does LeadLex send the check-in emails?
Lexi drafts them and you send them from your own mailbox. Lexi sends an email only if you confirm that message in the conversation, and nothing goes out on a schedule unless you add the contact to a campaign.
What if my email history is longer than 90 days?
The first sync covers the last 90 days, so a client you last wrote to before that shows no recent interaction. Check the list against older matters and set a Follow-up date by hand.
Can I stop a client being logged from newsletters or automated mail?
Yes. Add the sender under Blocked Senders in Settings → Email & Calendar. Emails from blocked senders are not synced.
Something here does not match what you see in LeadLex? Write to lexi@leadlex.com and we will correct it.
