How to Perfect Your Sales Handoff: A Step-by-Step Guide for SDRs
- Jon Elhardt
- May 7
- 7 min read
You might be surprised to learn that 79% of leads never convert into sales. Poor quality leads or pricing aren't the culprits - these leads simply don't receive proper follow-up.
The numbers tell an interesting story. Companies that respond first win 78% of customer business. A structured sales handoff process is significant to drive success. Your team's SDRs and AEs can close more deals and retain more customers by working together seamlessly.
Here's something promising: A well-laid-out lead to sales handoff prevents valuable opportunities from slipping away. Your conversion rates can soar beyond the industry average of 38% with a proper sales handoff template that changes your results.
Want to perfect your handoff process and maximize every opportunity? Let's take a closer look at the steps to make it happen.
Understand the Sales Handoff Process
A sales handoff marks a crucial point when qualified leads move from one team member to another. This well-laid-out process will give a smooth flow of vital information through your sales pipeline. It builds the groundwork to close deals.
What Makes a Successful Handoff
The best sales handoffs need both cultural fit and coordinated logistics. The goal is to create a smooth transition that cuts friction, keeps momentum going, and builds stronger teamwork.
Accurate and complete CRM data forms the base of every successful handoff. Sales reps waste time chasing details without this foundation. This delays customer participation and might cost you deals.
A great handoff also needs:
A clear template that removes any doubt
A gradual transition instead of a sudden change
Clear records of the prospect's progress
Both old and new owners sharing responsibility
High-performing teams know that a complete handoff must give all the context a new owner needs to take action immediately.
Common Handoff Challenges for SDRs
Sales Development Representatives face several roadblocks during handoffs. Poor team communication creates confusion about who does what. Missing or inconsistent CRM information leaves the next team member guessing.
Different views on what makes a "qualified" lead create problems. SDRs and Account Executives often disagree when they don't have standard definitions.
Timing is tricky. Passing leads too early or too late has a big effect on conversion rates. Manual handoff processes make it easy to lose track of leads.
The Impact of Poor Handoffs on Sales Conversion
Bad handoffs hurt your entire sales pipeline. Top SDR teams convert 59% of SQLs to opportunities. Poor handoffs drop this rate because prospects get stuck between stages.
Bad transfers damage your credibility with prospects right from the start. This lost trust makes closing deals nowhere near as easy.
Poor handoffs kill sales efficiency and waste your investment in sales development. They can create a bigger gap between teams, which leads to more friction and poor coordination.
The numbers tell the story: SDRs should create quality pipeline with a 20% or better close rate. You should close one deal for every five sales development opportunities.
Prepare Leads for a Smooth Transfer
A good preparation strategy makes all the difference in your sales handoff process. Research shows that SDRs who really qualify and document leads get a 59% SQL-to-opportunity conversion rate. Here's how you can prepare your leads for a smooth transfer.
Qualify Leads Using the BANT Framework
IBM created the BANT framework in the 1950s. Today, 52% of salespeople still find it a reliable tool. You should review these four criteria before handing off a prospect:
Budget: Check if the lead can afford your solution
Authority: Find the final decision maker
Need: Make sure your product fixes their actual problem
Timeline: Know when they plan to buy
The best way to use BANT is to ask open-ended questions instead of yes/no ones. This helps you learn about their pain points and what they want to achieve.
Document Essential Lead Information
Your handoff notes should help Account Executives pick up conversations naturally without making buyers repeat information. Beyond simple contact details, you need to track:
Their engagement history (downloads, webinar attendance)
Pain points they stated during talks
Behavior data showing what interests them
Where they came from and what caught their attention first
The 3×3 approach works great - take three minutes to find three key facts about a prospect before you reach out.
Create Detailed Lead Profiles
Lead profiles are a great way to get quick insights for your sales, marketing, and support teams. Start by creating your Ideal Customer Profile (ICP) - a clear picture of companies that match your offering perfectly.
Mix company data (industry, size, location) with tech details (what systems they use). You should also document buyer personas for different decision makers in target accounts.
Good lead profiles help your handoff process work better and sales teams can focus on the best opportunities.
Execute Your Sales Handoff Template
Your next vital task starts after qualifying your guides - executing a smooth sales handoff. The process needs solid coordination to keep momentum going and protect valuable opportunities from slipping away.
Schedule the Handoff Meeting
Success in handoffs depends on perfect timing. The best practice suggests booking your handoff meeting right after closing the deal. SDRs and Account Executives need access to each other's calendars. This helps book convenient time slots that work for both parties while managing time zone gaps.
The most productive kickoff meetings run between 45 minutes to one hour. Send a confirmation email with a detailed agenda after scheduling. This simple step builds trust with the prospect and your team while showing your professional approach.
Write Effective Handoff Notes
Your handoff documents should capture all details from the sales process. A complete handoff note includes:
Simple customer information: Company size, industry, use case, pricing plan
Contract details: Custom terms, decision makers, points of contact
Solution specifics: Pain points addressed, alternatives evaluated
Goals and timelines: Short and long-term objectives, success metrics
Teams should set up "mandatory fields" in their CRM before moving forward with any handoff. This approach prevents unnecessary back-and-forth between teams
and makes onboarding smoother.
Use CRM Tools to Track Handoff Status
The right technology makes your handoff workflow better. Modern CRM systems handle routing, scheduling, reminders, and follow-ups automatically. They also let stakeholders see handoff status updates instantly.
HubSpot lets you see all lead details and take action in one place while logging every activity automatically. Chili Piper can cut meeting no-show rates by over 50% through smart reminders and clear ownership rules.
Smart CRM setups trigger the handoff workflow as soon as someone signs the contract. This quick transition from purchase to onboarding helps ensure early customer success.
Communicate Effectively with Account Executives
The success of any productive sales team depends on how well SDRs and AEs work together. Good communication during the sales handoff helps you close deals and build strong client relationships.
Set Clear Expectations
Weekly alignment meetings are the foundations for productive SDR-AE collaborations. These meetings should focus on:
Review progress toward individual and team goals
Discuss lead quality and conversion rates
Set specific criteria that define a qualified opportunity
Teams create a "we're in this together" atmosphere by linking 10-25% of everyone's pay to team goals. A well-documented sales handoff template helps prevent confusion about who does what.
Provide Context About the Lead's Trip
SDRs need to share vital information about prospects beyond simple CRM data since they talk to leads first. The team should know:
Key pain points that appeal to the prospect
Buying triggers that created urgency
Previous objections handled to avoid repeat conversations
Details about stakeholder dynamics and decision-making structure
AEs can move conversations forward faster when SDRs give complete context instead of covering old ground.
Follow Up After the Handoff
A good handoff continues after the original transfer. The best teams use:
Regular check-ins about transferred lead progress
Direct two-way feedback about lead quality and follow-up results
Joint strategy sessions for complex accounts or tough situations
Teams should keep communication channels open whatever their internal position. Both roles share responsibility for results, and success depends on mutual support and participation.
Level Up Your Handoff, Lock In More Wins
A well-crafted sales handoff process is a vital factor that separates average from exceptional conversion rates. Your structured approach will give each potential client proper attention and follow-through instead of letting valuable leads slip away.
Want to fine-tune your team’s handoff and boost conversions? At Tendril, we help you streamline every step of your outbound cycle with agent-assisted dialing for faster, more targeted prospecting and a best-in-class handoff process that ensures zero leads fall through the cracks. Our experts even share battle-tested templates for capturing the right information, bridging SDR-AE communication, and building trust with new buyers right out of the gate.
Sound like what your team needs? Book a free demo and discover how a refined handoff strategy – plus our dedicated calling and data solutions – can take your pipeline from good to unstoppable.
FAQs
Q1. What is a sales handoff and why is it important? A sales handoff is the process of transferring a qualified lead from a Sales Development Representative (SDR) to an Account Executive (AE). It's crucial because it ensures that valuable leads are properly followed up on, increasing the chances of conversion and ultimately improving sales performance.
Q2. How can SDRs effectively qualify leads before the handoff? SDRs can use the BANT framework to qualify leads. This involves assessing the lead's Budget, Authority to make decisions, Need for the product or service, and Timeline for purchase. Asking open-ended questions during this process helps uncover deeper insights about the prospect's needs and challenges.
Q3. What information should be included in a sales handoff document? A comprehensive sales handoff document should include basic customer information, contract details, solution specifics, and the prospect's goals and timelines. It's also important to document the prospect's pain points, engagement history, and any objections that have already been addressed.
Q4. How can technology improve the sales handoff process? CRM tools can significantly streamline the handoff process by automating routing, scheduling, and follow-ups. They also provide visibility into handoff status for all stakeholders. Some platforms can reduce meeting no-show rates and initiate handoff workflows automatically when a contract is signed.
Q5. How can SDRs and AEs improve their communication during handoffs? Regular alignment meetings between SDRs and AEs are crucial for effective communication. These meetings should be used to review progress, discuss lead quality, and establish clear criteria for qualified opportunities. Providing detailed context about the lead's journey and maintaining open feedback loops after the handoff are also important for successful collaboration.
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