Contacting Clients

Table of contents

What to do 

  1. Check their contact preferences via the Preference Grid. 
  2. Use their preferences to make contact and follow up until you know the message has been received and understood. 
  3. Log details of conversation in WJ, make any relevant notes in TagMin and set follow up tasks if need be. 

How to do 

For a casting, self-tape, pencil, recall, please check: 

  1. Open the Preferences Grid and check to client’s clients contact preferences. 
  2. Bring up as much info on your screen before making contact, checking over the original submission and any emails relating to the topic. 
  3. Use the client’s first contact choice and follow up with other methods until you have received confirmation that the message has been received and understood. 
  4. Be sure to give as much information as possible, paying particular attention to dates, fees and specific requirements for the casting/tape. 
  5. Be polite, clear and to the point and ask for confirmation. 
  6. Follow up with any emails and attachments relevant, telling the client you have sent them this info. 
  7. If the client has confirmed or passed, update the booking’s Status and make any relevant notes. 
  8. If it was for a Self-Tape, this will show on the dashboard as ‘Unconfirmed’, to alert the next AODs. 
  9. If it’s for a meeting and there has been no confirmation set a follow up task for the next AODs. 
  10. Make any relevant notes on the Weekly Journal. 

For Job offers: 

  1. Bring up as much info on your screen before making contact, checking over the original submission and any emails relating to the topic. 
  2. If their contact preferences are email or WhatsApp, it may be a good idea to send them a message and ask if it’s a good time to speak as you have news. 
  3. Phone the client and leave a message with the good news (or hinting at it if you’re a tease). 
  4. Relish the DELICIOUS feeling of being the bearer of good news. 
  5. Follow up with their preferred contact method if you are unable to speak to them directly. 
  6. Make relevant notes in TagMin and the Weekly Journal. 
  7. Follow up by forwarding any emailed information regarding the project to the client.