A waitlist without a system is just a list of names in your notes app. It creates stress, loses buyers, and puts you in the position of scrambling every time a litter is born.
A waitlist system is different. It collects the right information upfront, qualifies buyers automatically, sends a professional welcome, and keeps people warm for months without you lifting a finger. Here's how to build one from your phone.
Step 1: Decide Your Deposit Amount and Policy
Before you build anything, decide:
- How much is your deposit? Most breeders charge $200–$500. It should be enough to demonstrate commitment but not so much that it scares off serious buyers.
- Is it refundable? Most breeders make deposits non-refundable but transferable to a future litter. Whatever you decide, write it down and put it in your contract.
- How long does it hold a spot? Deposits typically hold a spot for one or two litters. After that, buyers either re-commit or lose their place.
These decisions become your waitlist policy. Write them out in plain English before you build your form.
Step 2: Build Your Waitlist Form
You need a form that collects the right information and screens out bad fits before they waste your time. Use Google Forms (free) or Jotform (free tier available) — both work perfectly from your phone.
Fields to include:
- Full name and email
- Phone number
- Location (city and state)
- Preference: male/female, color, poly/non-poly
- Timeline: when are they hoping to bring a kitten home?
- Living situation: own or rent? If rent, do they have pet permission?
- Other pets in the home
- Have they owned a Maine Coon before?
- How did they find you?
- Anything else they want you to know
This form does two things: it gives you the information you need to make a good match, and it signals to buyers that you're a serious, professional operation.
Step 3: Set Up Your Payment Link
Use Venmo, Zelle, PayPal, or Square to collect deposits. All work from your phone. Include your payment link or handle in your welcome email.
Important: don't hold a spot without a deposit. A verbal commitment is not a commitment. A deposit is.
Step 4: Write Your Welcome Email Template
The moment someone submits your form and pays their deposit, they should receive a warm, professional welcome email. Use ChatGPT to write this once, save it as a template, and send it within 24 hours of every deposit.
Your welcome email should include:
- A genuine thank-you
- Confirmation of their spot on the waitlist
- A brief overview of your process (how matching works, typical timeline)
- What to expect next and when
- A link to your FAQ or website
- Your contact information
This email sets the tone for the entire relationship. Make it warm, professional, and reassuring.
Step 5: Keep Your Waitlist Warm
Buyers who wait 6-12 months for a kitten need to stay connected to your program or they'll find another breeder. Here's how to keep them warm without constant manual effort:
- Monthly litter updates: A short email when a litter is confirmed, when kittens are born, and when photos are available. Use a template and personalize the key details.
- Instagram: Post consistently so waitlist buyers see your cats regularly. They should feel like they already know your program before their kitten is even born.
- Personal check-ins: Every 3-4 months, send a quick personal note to each waitlist buyer. "Hey [name], just wanted to check in — still planning on a kitten this fall?" This takes 2 minutes per person and dramatically reduces ghosting.
Step 6: Manage Your List
Keep your waitlist in a simple spreadsheet — Google Sheets works perfectly from your phone. Columns: name, email, phone, deposit paid (yes/no), date added, preferences, notes, status (active/matched/withdrawn).
Review it before every litter. Match buyers to kittens based on their preferences and timeline. Contact your top matches first.
The System in Practice
Once this is set up, here's what your waitlist workflow looks like:
- Buyer finds you on Instagram or Google
- They visit your website and fill out the waitlist form
- They pay the deposit via your payment link
- You send the welcome email template (2 minutes)
- You add them to your spreadsheet (1 minute)
- They receive your monthly updates and Instagram content automatically
- When a litter is born, you contact your top matches
That's a professional waitlist system running from your phone. No software subscription, no complicated tools — just a form, a spreadsheet, and good communication habits.