Handling the Haunting Silence // What to Do When Leads Ghost You in the Discovery Phase

There’s nothing quite like the eerie quiet that settles in after a promising discovery call goes radio silent.

You know the one: You’ve had a great chat, sent over the proposal, and now… crickets. Being ghosted by leads in the discovery phase isn’t just frustrating—it’s time-consuming, confusing, and, let’s be real, a little deflating.

But before you burn sage around your inbox or start second-guessing yourself, let’s tackle how to avoid those ghosting moments in the first place and what to do if they happen anyway. Because, yes, there are ways to keep leads engaged, communicate better, and, when necessary, shake off the silence like a pro.

STEP 1 // Set clear expectations from the start

The most important step in avoiding ghosting? Make sure everyone’s on the same page from the beginning. Set the tone for how things will move forward by being clear about your process and timeline.

Establish a Follow-Up Plan

Tell them exactly when they can expect to hear from you post-call and what the next steps are. If you say, “I’ll send over a proposal by tomorrow and follow up in two days,” they’re less likely to disappear. Specificity feels professional and keeps you front of mind. Better yet, ask them when you can follow up! Ex: "So Sally, just out of curiosity, when might you be able to review the proposal?...Great! If you can look at it Tuesday, would you be open to me reaching out to see if you have any questions Wednesday?"

Define the Decision Timeline

Be upfront about what kind of timeline they’re working with on their end too. You don’t want to chase a lead who can’t make a decision for two months anyway. Ask if they have any deadlines and build your follow-up schedule around that.

Check for Fit Early On

Sometimes, a lead goes quiet because they realize they’re not ready, but they don’t want to say it outright. You can avoid this by asking questions about budget, project timelines, or expectations early in the conversation. This lets both sides know if you’re actually a good match or if you’re better off parting ways gracefully.

step 2 // Make Follow-Ups Easy and Low-Key

If you’re worried that following up makes you seem pushy, it’s time to reframe it. Following up isn’t nagging; it’s keeping a potential client on track to making a decision they’re already considering. The trick is in how you do it.

Send Value-Added Check-Ins

Instead of a basic “Just following up,” offer something of value. You could say, “I came across this article and thought it might be useful to your project,” or “Here’s a case study that shows how we solved a similar problem.” Value-based follow-ups remind them of what you bring to the table and show that you’re still invested in helping them, even if they’re not quite ready yet.

Be Casual but Direct

Sometimes, leads don’t know what to say, and an easy-going tone can take the pressure off. A follow-up message like, “Hey! Just wanted to check in—any updates on that end?” keeps it light but also prompts them to respond.

Use a Follow-Up Schedule

Stick to a predetermined follow-up schedule—say, after one week, then two weeks, then one last check-in at three weeks. After that? Let it go. Give them space, and if they’re serious, they’ll come back around. If they don’t, it was never meant to be. You do not need to follow up indefinitely!

Step 3 // Communicate the Value of Working with You

If a lead is interested but hesitant, the issue might be that they don’t fully grasp the value of what you’re offering yet. During discovery, make sure you paint a vivid picture of how their life (or business) will change if they work with you.

Share Results and Testimonials

Show them past results, client feedback, or any metrics you can bring up. The more tangible you make the benefits of working with you, the harder it is for them to go quiet on you.

Use the “Just Checking” Follow-Up Wisely

Sometimes, it takes a gentle nudge to remind them of that value. A quick “Hey! Wanted to check in and see if you had any other questions about the proposal?” can make a world of difference.

Encourage Open Communication

Make sure they know that if they’re on the fence about anything, you’d rather discuss it than have them fade away. Some clients ghost because they’re unsure, so letting them know they can voice concerns makes it easier for them to keep you in the loop. I always offer up follow-up calls to be able to have another face-to-face and answer questions.

When You’ve Been Ghosted: How to Handle the Silence

Let’s say you did all of the above and… nothing. Now what? Don’t worry; this doesn’t have to be the end of the road.

Send a Final Check-In

Give it one last shot with a message that leaves the door open but doesn’t pressure them. Something like, “Haven’t heard from you in a bit—wanted to check in one last time. If now isn’t the right time, no worries! Just let me know if I can help in the future.” You can also say something like, "I'm going to assume you went in a different direction. No worries, you know where to find me if anything changes." Light, no pressure is the key here!

Create a “Keep in Touch” File

If they’re a lead, you’d genuinely like to work with down the road, add them to a follow-up list and check back in a few months. A simple “Hi! Just wanted to touch base and see how things are going on your end” can often revive a stalled lead later on. You can also get out of your inbox and use other methods to reach out, like liking and commenting on their social channels.

Don’t Take it Personally (Really!)

Clients ghost for a hundred different reasons that often have nothing to do with you. Maybe budgets shifted, maybe priorities changed, or maybe they just dropped the ball. Don’t waste energy second-guessing yourself. Use this as a chance to refine your process and keep moving forward.

Remember to Focus on Your Active Leads

Put your energy toward the leads moving forward, not the ones that went quiet. You can even refine your lead nurturing process to help others avoid falling off the radar.

Ghosting doesn’t feel great, but it’s a reality in business.

You can almost expect it. Remember to keep cool, value your time and worth, and keep delivering for the clients who are ready to engage. Have that abundance mindset to say, the right clients will say Yes!