What should a coworking space send after a tour?

A same-day email that names the exact office or plan they saw, its price and availability, answers the one concern they raised, and gives one next step with a date. Send it within a few hours, while they are still comparing spaces.

What CRM stages should a coworking operator use?

New enquiry, replied, tour booked, toured, proposal sent, won and lost. What makes them work is the rule on each one: an owner on every new enquiry, a next-step date on every open deal, and a reason on every lost one.

When should you stop following up with a coworking lead?

After a clear close-the-file message about ten business days after the last reply, asking whether to release the office or keep it on hold. It gets an answer more often than another check-in, and it lets you mark the deal lost with a real reason.

The Coworking Tour Follow-Up Kit

The reply rules, CRM stages and ten message templates that take a coworking lead from first enquiry to signed agreement.

For: Coworking and flex-space operators, community managers and franchisees

Written from nine years running marketing for Venture X, Office Evolution and Intelligent Office across 219+ locations.

Start using it

Rubin James

Free resource

The Coworking Tour Follow-Up Kit

10 email + text templates, CRM stage definitions, weekly review agenda

By Rubin Beckner

Part 1 · Reply rules

Who replies, and how fast

In my experience more members are lost in the first hours after an enquiry than at the tour. Write these down and put a name next to every row.

Source	Owner	First reply
Website form or chat	The named sales owner (the community manager at a single site)	Automatic acknowledgment at once. Personal reply in the same business hour, with two tour times.
Phone	Whoever is on the front desk, then the sales owner	Answered live in business hours. Voicemails returned within the hour. After hours, a text back with the booking link.
Email	The sales owner	Personal reply in the same business hour.
Broker	The sales owner, copied to the general manager	Same business hour, with availability, pricing the broker can share, and commission terms.
Listing site or marketplace	The sales owner	Same as a website form. These are the ones most often left sitting.
Walk-in	Whoever greets them	Tour on the spot if anyone can give one; if not, book it before they leave. Logged in the CRM the same day.

Part 2 · CRM stages

Seven stages, each with a rule

Works in HubSpot, OfficeRnD, Nexudus or a spreadsheet. The stage names matter less than everyone meaning the same thing by them.

Stage	Enters when	Leaves when	Rule
New enquiry	An enquiry is logged from any source	The first personal reply is sent	Gets an owner the moment it arrives
Replied	A personal reply is sent	A tour is booked, or three attempts get no answer	Always has a next-attempt date
Tour booked	A date and time are confirmed	The tour happens, or they no-show	Confirmation and both reminders scheduled
Toured	The tour is done	A proposal is sent, or they decline	Follow-up goes out the same day
Proposal sent	Written options and prices are sent	Signed, or lost	Never without a next-step date
Won	The agreement is signed	—	Handed to community or onboarding the same day
Lost	They decline, or the stalled-deal message gets no reply	—	Always gets a reason

Lost reasons to pick from

Price
Location
The space didn’t fit (size, layout, light)
Chose a competitor (record which)
Timing: not ready yet
No longer need space
Never replied
Other, with a note

Part 3 · The messages

Ten templates, enquiry to agreement

Replace everything in {curly brackets}. Keep them short; the point is speed and specifics, not polish.

01 · Email, automatic

Instant acknowledgment

Send: The moment a form or email enquiry arrives, day or night.

Email, automatic

Subject: Your enquiry at {space_name}

Hi {first_name},

Thanks for getting in touch about {what they asked for}. I'll reply personally within the hour during business hours ({hours}).

If you'd like to see the space first, pick a tour time here: {booking_link}. Tours take about twenty minutes.

{owner_name}
{space_name} · {phone}

02 · Email

Personal reply with two tour times

Send: Within the same business hour.

Subject: Tour times for {what they asked for}

Hi {first_name},

I'm {owner_name}, and I look after new members at {space_name}. Based on what you mentioned ({their detail}), I'd show you {specific office or plan}, which is {price}/month.

I can walk you through it {option 1} or {option 2}. Which works? If neither does, every open slot is here: {booking_link}

{owner_name}

03 · Text

Personal reply

Send: When they gave a mobile number, alongside the email.

Text

Hi {first_name}, it's {owner_name} at {space_name}. Got your note about {what they asked for}. Could you tour {option 1} or {option 2}? Or pick any time here: {booking_link}

04 · Email

Tour confirmation

Send: As soon as the tour is booked.

Subject: Confirmed: your tour on {day} at {time}

Hi {first_name},

You're booked for {day} at {time}. Everything you need:

Address: {address}
Parking: {parking}
Getting in: {entry instructions}
You'll meet: {owner_name}, {phone}

If you let me know your team size and when you'd want to move in, I'll have the right options ready. Need to change it? {reschedule_link}

05 · Text

Day-before reminder

Send: The afternoon before.

Text

Hi {first_name}, looking forward to showing you {space_name} tomorrow at {time}. Parking is {short parking note}. Reply here if anything changes. {owner_name}

06 · Text

Hour-before reminder

Send: One hour before.

Text

See you at {time}. Text me when you're outside and I'll come and meet you. {owner_name}

07 · Text, then email the same day

No-show rescue

Send: Fifteen minutes after a missed tour, then that afternoon.

Text, then email the same day

Text: Hi {first_name}, sorry we missed each other today. Want to grab another time? {booking_link}

Subject: Another time for your tour?

Hi {first_name},

We had you down for {time} today, so I'm guessing the day got away from you. Pick a new time here: {booking_link}

If your plans have changed, a one-line reply helps me know whether to keep {office} on hold.

{owner_name}

08 · Email

Same-day follow-up after the tour

Send: Within a few hours of the tour. The most important message in the sale.

Only say you’re holding it if you are.

Subject: The {office or plan} you saw today

Hi {first_name},

Thanks for coming in. Here's what we looked at, all in one place:

{office or plan}: {size or desks}, {price}/month, available {date}
Included: {key inclusions}
Photos and floor plan: {link}

You mentioned {their concern}. {One sentence that answers it.}

If it's the one, the next step is {next step}, and I can send that today. I'm holding it until {date}.

{owner_name}

09 · Email

Proposal nudge

Send: Three business days after the proposal, if there’s no reply.

Subject: Any questions on the {office or plan} options?

Hi {first_name},

Checking whether the options I sent on {day} answered everything. The usual open questions at this point are term length, what's included and move-in timing. If one of those is still open, I can cover it in five minutes: {booking_link}

{owner_name}

10 · Email

Stalled deal: close the file

Send: Ten business days after the last reply.

Subject: Should I release the office?

Hi {first_name},

I haven't heard back, which usually means the timing or the fit changed. That's completely fine.

Should I release {office} to the next person, or keep it on hold until {date}? A one-word reply works.

{owner_name}

11 · Email

Broker enquiry reply

Send: Same business hour as the broker’s email.

Subject: {space_name} availability for your client

Hi {broker_name},

Thanks for thinking of us. For a team of {size} we have:

{option 1}: {desks}, {price}/month, available {date}
{option 2}: {desks}, {price}/month, available {date}

Commission: {terms}. Floor plan and photos: {link}

Happy to host your client {day 1} or {day 2}, with you or without.

{owner_name}

Let AI draft the same-day follow-up

Paste this into ChatGPT, Claude or Gemini once, then paste your tour notes after each tour. A person still reads it and presses send.

AI instructions

You write same-day follow-ups after coworking tours for {space_name}.
I'll paste my tour notes. Write an email under 150 words that:
- names the exact office or plan they saw, with its price and availability
- answers the one concern they raised
- gives one next step, with a date
Use only prices and terms from this list: {paste your price sheet}.
If my notes don't cover something, write [CHECK] instead of guessing.
Then write a two-sentence text-message version.

The 15-minute stalled-deal review

Same time every week, sales owner and manager.

3 minPull every open deal in Replied, Toured or Proposal sent with no activity in the last seven days.
7 minFor each one, the owner says the next step and its date out loud. If nobody can, send the “close the file” email today.
3 minRead last week’s lost reasons. If one reason shows up twice, that’s this week’s fix.
2 minCheck that every enquiry from last week got a personal reply in the same business hour. If one didn’t, find out why, not who.

Free with your email

Get all ten templates, the AI follow-up prompt and the 15-minute stalled-deal review.

Questions operators ask

What should a coworking space send after a tour?: A same-day email that names the exact office or plan they saw, its price and availability, answers the one concern they raised, and gives one next step with a date. Send it within a few hours, while they are still comparing spaces.
What CRM stages should a coworking operator use?: New enquiry, replied, tour booked, toured, proposal sent, won and lost. What makes them work is the rule on each one: an owner on every new enquiry, a next-step date on every open deal, and a reason on every lost one.
When should you stop following up with a coworking lead?: After a clear close-the-file message about ten business days after the last reply, asking whether to release the office or keep it on hold. It gets an answer more often than another check-in, and it lets you mark the deal lost with a real reason.

Want someone to find the leaks for you?

The Coworking Growth Systems Audit tests every enquiry path, walks your tour follow-up as a prospect would, and leaves you with a prioritized fix list.

Book the audit call Where tours go cold