When you receive a consultation request from a potential client, it’s an exciting opportunity to connect, understand their needs, and showcase your value as a doula. A well-structured consultation process helps build trust, answer questions, and establish a strong foundation for a supportive relationship. In this blog post, we’ll outline detailed steps you can follow to ensure you make the most of each consultation request.
Step 1: Acknowledge the Request Promptly
- Respond within 24 hours to show professionalism and enthusiasm.
- Use a friendly, warm tone to make the client feel seen and valued.
- Example email or text response:
“Hi [Client’s Name],
Thank you so much for reaching out! I’d love to learn more about how I can support you during this special time. Are you available for a free 30-minute consultation? I’m happy to schedule at a time that works best for you.
*Looking forward to connecting!
Warmly, [Your Name].”
Step 2: Schedule the Consultation
- Offer flexibility by providing 2-3 time slots or a calendar scheduling link (e.g., Calendly or Acuity Scheduling).
- Confirm whether the consultation will be virtual (Zoom, Google Meet, phone) or in-person.
- Send a reminder 24 hours before the consultation to ensure the client doesn’t forget.
Step 3: Prepare for the Consultation
Before meeting the potential client:
- Review any information they provided (e.g., due date, concerns, specific needs).
- Have a list of open-ended questions ready to better understand their needs and expectations:
- “What inspired you to seek doula support?”
- “What are your goals for your birth/postpartum experience?”
- “Have you thought about your birth plan or postpartum recovery plan?”
- “How can I best support you and your partner/family?”
- Prepare to explain your services, including:
- The role you play as a doula.
- Your approach to care (e.g., evidence-based support, non-judgmental presence).
- Packages, fees, and what’s included (e.g., prenatal visits, birth attendance, postpartum care).
Step 4: Conduct the Consultation
During the meeting, focus on building connection and trust:
- Start with Introductions:
- Share a bit about yourself, your experience, and what inspires your work as a doula.
- Keep it warm and relatable: “I became a doula because I’m passionate about supporting families during this transformative time…”
- Learn About the Client:
- Ask about their pregnancy, birth, or postpartum journey so far.
- Listen actively and show genuine empathy.
- Explain Your Services Clearly:
- Walk them through what your packages include: prenatal visits, labor support, postpartum care, newborn guidance, etc.
- Use clear language and focus on how you can meet their specific needs.
- Answer Questions:
- Expect questions like:
- “What’s the difference between a doula and a midwife?”
- “What happens if my labor lasts a long time?”
- “What if I need a C-section? Will you still support me?”
- Provide thoughtful, confidence-building answers.
- Expect questions like:
- Share Your Value:
- Highlight the benefits of working with a doula:
- Emotional and physical support.
- Evidence-based education.
- Practical help for a smoother recovery or birth experience.
- Highlight the benefits of working with a doula:
- Discuss Logistics and Pricing:
- Be transparent about your fees, what’s included, and payment options (e.g., packages, payment plans).
- Let them know your availability and what the next steps are.
Step 5: Provide Next Steps
- End the consultation by summarizing what was discussed and outlining next steps:
- “It was wonderful chatting with you! If you feel I’m a good fit, I can send over a contract and payment details to secure your spot. I’m happy to answer any more questions you may have!”
- Let them know how to reach you if they think of additional questions.
Step 6: Follow Up After the Consultation
Within 24-48 hours, send a follow-up email or message:
- Thank them for their time.
- Reiterate your availability and interest in supporting them.
- Attach any materials you discussed (e.g., a brochure, service outline, or sample contract).
- Example follow-up email:
“Hi [Client’s Name],
It was such a pleasure speaking with you! I hope I was able to answer all of your questions about my doula services. I’ve attached a summary of my support packages and pricing for your reference.
If you’d like to move forward, let me know, and I can send over a contract and next steps.
Wishing you all the best on your journey, and I’m here if you need anything!
Warmly, [Your Name]”
Step 7: Set Clear Boundaries and Follow-Up Timeline
If the client doesn’t respond within a few days:
- Send a gentle check-in:
“Hi [Client’s Name], I just wanted to check in to see if you have any questions or need more information. I’m here to help as you make your decision!” - If they decide not to move forward, thank them for their time and leave the door open:
“Thank you for considering me to support your journey. If you need anything in the future, please don’t hesitate to reach out!”
Step 8: Celebrate Your Success
When the client decides to work with you:
- Send a contract, payment details, and onboarding information.
- Share resources to help them prepare (e.g., a welcome packet, prenatal checklists, or helpful articles).
Final Tips for a Successful Doula Consultation
- Listen More Than You Talk: This is about understanding their needs and building trust.
- Be Authentic: Let your personality and passion for your work shine through.
- Offer Value: Share knowledge or tips to show your expertise during the call.
- Stay Organized: Use scheduling tools and templates to keep consultations professional and efficient.
A consultation request is a wonderful opportunity to connect with families and show how your services can support their needs. By being warm, prepared, and professional, you’ll leave a lasting impression and increase the likelihood of turning inquiries into clients.
Ready to grow your doula business? Follow these steps to create an impactful consultation process that builds trust and confidence with every family you meet! 💕
Ready to Get Certified as a Doula?
If you’re ready to start your doula career, the Newmom.me Academy’s Postpartum Doula + Newborn and Infant Care Specialist Certification Program offers:
✅ Comprehensive training in postpartum, newborn and infant care.
✅ Business tools to help you launch your practice.
✅ Flexible, self-paced online learning.
👉 Learn More and Enroll Today: https://www.newmom.me/academy
Still deciding? Drop your questions in the comments or send us a message! We’re here to help you find the path that’s right for you. 💕
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