How to reply to a demo request from a prospect

Updated November 12, 2026

Reply within an hour or two if you can; interest fades quickly. Thank them, offer two or three specific time slots, and ask one or two questions so the demo fits what they need. Say how long it will take and who should attend. If a demo is not the right step, offer a short video or a trial instead.

Reply

Within a few hours. A prospect who asks for a demo is interested right now. A quick, helpful reply catches that interest before they look at other options.

What your reply should say

1. Thank them by name and mention what they said they wanted to see.
2. Offer two or three exact time slots, with time zone, and the length of the demo.
3. Ask one or two questions about their goals so you can tailor it.
4. Ask who else should join, and say what they will see at the end.

3 replies you can copy

Pick the one that matches what you want to say, copy it, and change everything in [brackets].

Hi [Name],

Thank you for asking about a demo of [product]. I would be glad to show it.

I have [day] at [time], [day] at [time], or [day] at [time] ([time zone]). It takes about [number] minutes.

So I can focus on what matters to you, what is the main problem you want to solve, and who else should join?

Best,
[Your name]

Hi [Name],

Thanks for your interest in [product]. I would be happy to set up a demo.

To make it useful, could you tell me three things: how many people would use it, which tool you use now, and when you would like to decide? With those answers I can show only the parts that matter to you.

I can then offer times for [day] or [day].

Best,
[Your name]

Hi [Name],

Thank you for asking. Here is a short [number]-minute video that shows [main feature]: [link]. You can also try it free here: [link].

If you would still like a live walkthrough after that, reply with a day that suits you and I will set it up. I can also answer questions by email in the meantime.

Best,
[Your name]

Already late? Send this instead

For when you are a few days late or more. Own the delay in one line, then do the job.

Hi [Name],

Sorry for the slow reply to your demo request. I should have written sooner.

If you are still interested in [product], I can show it on [day] at [time] or [day] at [time] ([time zone]). It takes about [number] minutes.

If your plans have changed, no problem. Just let me know.

[Your name]

Mistakes to avoid

• Replying with only "when are you free?" and making them do the scheduling work.
• Sending a long product brochure instead of times and a question.
• Running a one-size-fits-all demo without asking what they need to see.
• Waiting a few days. The request is a sign of interest that does not last.

Questions people ask

How long should a first demo be?

Short enough to hold attention, often 20 to 30 minutes, with time left for their questions. State the length in your reply so they can plan. If your product is complex, offer a short first call and a deeper session later rather than one long meeting.

Should I ask for their budget before the demo?

Not usually in the first reply. Ask about goals, team size and timing first, since those are easier to answer. Budget can come up during or after the demo, when they can see the value. If your product has a clear price range, you can mention it early.

More reply guides

• How to reply to a prospect who says "not right now"
• How to reply to a prospect asking about pricing
• How to reply to an email saying they went with a competitor
• How to reply to a contract sent for your review
• How to reply to a request to reschedule a meeting
• How to reply to meeting notes someone sent after a call

How this page was made

Written by Westward, who make Orbit, as starting points you edit before sending. The replies use placeholders, not real people or real mail. Nothing here is legal, tax or medical advice; for contracts, money or health, check the document or ask a professional. All reply guides.