Setting appointments via call is still an effective strategy today. Many companies struggle to boost sales because they cannot successfully make appointments with their prospects or clients.
As a caller from your agency, you need a well-structured guide to help you secure appointments with prospects. Knowing your audience first will help lead to more clients. Without proper research, you will not be able to know which of the prospects qualify. Make sure to personalize your pitch and explain your unique value proposition. Last but not least, schedule appointments with your persuasive skills.
A real estate agency will not have the same script as a healthcare company. Different industries need different customized scripts to set appointments successfully. In this article, we will go through different scripts to help you convert leads.
Anatomy of a High-Quality Appointment Setting Script
Every successful script has a skeleton or format. It follows a well-structured outline and helps build rapport and lead prospects to say yes to a scheduled appointment. Let’s look at the key elements of a good script.
Opening Statement [Script]
The first impression in the first 10 to 20 seconds matters the most!
You can simply start by confirming the name, like:
Calling Agency: “Hi, is this [Prospect First Name]?”
The prospect will confirm their name, and then you can continue,
Calling Agency: “Yeah, so, [Prospect’s Name]. This is a cold call. I’m [Your Name] from [Company Name]. Do you mind giving me 25 seconds to explain why I called, or you can hang up whenever you want to?”
After the prospect answers, you can continue saying,
Calling Agency: “Thank a lot! The reason why I am calling you all of a sudden is because we are offering [briefly explain specialised services], and I thought you’d be interested. Would you like to know more about it?”
Qualification Statement [Script]
Determine who is the decision maker.
Calling Agency: “Can I speak to the manager or admin, please, or are you in charge?”
Discover notable pain points.
Calling Agency: “Could you please tell me the biggest problems you are facing right now? If you could tell me the top 3 or the top.”
Appointment Statement [Script]
Schedule an appointment that is convenient for the prospect or client.
Calling Agency: “Let’s do this then! I will send you a confirmation with the details in your email. We can set an appointment that way.”
Closing Statement [Script]
Just as the first impression matters, the last impression is equally important. Show appreciation and thank them properly!
Calling Agency: “I wanna thank you as I appreciate your time! Please feel free to reach out for anything or any questions, alright? Have a good day!”
Types of Appointment Setting Scripts
Value Proposition Script
Considering the highly competitive marketplace, you must stand out with a unique, specialised service that benefits the prospect.
- Meeting Specific Requirements:
Calling Agency: “We offer customised services to meet your exact needs. Our schedules are flexible, remaining 100% compliant with safety regulations.”
- Offering Competitive Pricing:
Calling Agency: “Our pricing reflects our quality in the market. Our reasonable costs will reduce your additional maintenance costs!”
- Best Equipment Usage:
Calling Agency: “Our company uses the latest and high-demand equipment to solve your pain points.”
Testimonial Script
Prospects are more confident in trusting you when they see satisfied clients, and customer reviews can help your company in this case.
Calling Agency: “So recently, what happened is one of our clients was in a very similar situation, and after hiring us, they were fully satisfied! Would you like me to share their review with you?”
Complimentary Consultation Script
It is recommended that you offer a free consultation to your prospects during a cold call or during the initial stages of communication.
Calling Agency: “There is no rush or pressure to take a decision right away! You can book a free consultation with us, and you can then decide if you want to hire us.”
Time-Sensitive Offer Script
Make your offer exclusive for a limited time. Prospects will give you special attention when they see your service offer is time-sensitive.
Calling Agency: “So here’s the deal, we are offering [discount/free trial] for [specific time]. I think this could be a great opportunity for anyone like you to consider booking a free consultation with us to know more.”
Referral Script
Your existing customers or clients can refer valuable prospects to your service. These prospects have the highest potential to convert and hire you.
Calling Agency: “[Mutual Contact] suggested I contact you. We believe our services could be beneficial in solving your problems. I’m sure [Mutual Contact] told you how hiring us was a good business decision. We are more than interested and happy to book a free consultation with you.”
Education Script
Use this script to share free online sessions where you can present your services.
Calling Agency: “Hi [Prospect Name], we are conducting a free webinar this [day/time], and I think you would get some valuable insights from it. Would you be interested in signing up for this upcoming free webinar?
Follow-Up Script
Use the script below to follow up with a prospect you have spoken to before but have not yet scheduled a meeting with. The goal is to act as a reminder.
Calling Agency: “Hello [Prospect], I just wanted to check back with you! We spoke [last week/month] about [refer to the previous discussion], and I wanted to see if you have reached a decision. If not, it’s fine. We can schedule a meeting soon so that we can better understand how we can help you! ”
Demonstration Script
Sometimes, prospects are interested in converting after seeing a free demo.
Calling Agency: “If you are interested, I am open to giving you a live demo on how our solution can help solve your business problems. It is free of charge! You can let us know a date/time that is suitable for you, and we will demonstrate our service.”
Introduction of New Offer Script
The script below is designed to introduce a new service to a prospect. The goal is to make them curious and spark their interest in agreeing to a meeting.
Calling Agency: “I wanted to let you know about our exciting new offer that we have recently launched because we think your business would really benefit from it! If you give me 30 seconds, I can briefly give you an overview of how it can help you!”
Problem Prevention Script
Convey to the prospect that prevention is better than cure.
Calling Agency: “The reality is, many businesses like yours are facing [specific pain points]. Our services actually specialise in preventing such problems before they even occur. Would you like to discuss how we can help in problem prevention to improve risk management in your company?”
Sample Appointment Setting Scripts for Different Industry
B2B Sales Calls [Script]
You can provide value to your prospect’s business with some qualifying questions.
Calling Agency:
“What is the biggest challenge [pain point] that you are facing currently?”
“Can you clarify what are your specific goals in this area? If you could kindly describe.”
“What about your stakeholders, do you need to discuss with them before taking this decision for your team?”
“Tell me an approximate budget range that you are looking for to get a permanent solution for your business problems?”
“How often do you need our services [daily/weekly/monthly]?”
“What are your expectations in terms of service and communication from us?”
Real Estate Appointments [Script]
You must customize your script to keep it industry-specific. Here, let’s look at some real estate appointment scripts.
Calling Agency:
“I have noticed that you are interested in [specific property type]. I would be happy to schedule an appointment for you with an agent to explore your desired options. Would you be interested in that?”
“Hey, is this [Prospect Name]? This is [Your Name] with [Real Estate Company], and I am calling you because I saw you registered to our website the other day. Are you looking to rent a house or something else? I got some information that might benefit you”
“Hi [Prospect Name], it’s [Your Name] again from [Real Estate Company]. So, we had a conversation last week, and I called you because I just noticed a new listing pop up. Do you want to know more about it now?”
“Is there a specific time you want to buy a new property soon, like next year?”
“You are currently living in your own home! Are you looking to sell your home?”
“Looking at the market today, the interest rates for properties right now are at their all-time low, so it is best to invest as soon as possible.”
Healthcare & Medical Appointments [Script]
There are different types of scripts in the healthcare industry. Some act as reminders, while others accept scheduling from the patient’s end.
Receptionist: “Morning [Name], I’m reaching out to confirm your upcoming appointment tomorrow at [Time]. It will take approximately [Duration/Time]. Please do remember to bring [Necessary Documents] to the appointment. Let us know if anything comes up.”
Or,
Patient: “Hello, I would like to make an appointment for tomorrow with a cardiologist working in your clinic. His name is Dr. James John.”
Receptionist: “Dr. James will see patients from 9:00 am to 6:00 pm tomorrow. You can come at 10 O’clock, and your serial number is 4. Are you a new patient, or will this be a follow-up visit?”
Patient: “Okay, yeah, no, I’ve never seen a cardiologist.”
Reception: “So, new consult it is! Got it. Alright, your appointment is confirmed. See you tomorrow at the clinic, bye!”
Patient: “Alright, thanks, bye!”
Service-Based Businesses [Script]
As a call centre agent, you must identify the pain points and offer solutions. You can follow the script below to craft your calls:
Calling Agency:
“It sounds like you are facing [pain points] just like [similar companies] who we have helped before. If you are interested, let’s schedule a quick meeting where we can show you a free demo of our [services] that have helped companies facing similar issues before.”
Online Education or Coaching Program [Script]
Following an informational script is crucial for this case.
Calling Agency:
“We are currently enrolling for [course/coaching program]. I think it would benefit you, so I would love to discuss how it can help you achieve your goals. Can we schedule an appointment if you are interested?”
Insurance [Script]
You can provide insurance services to your client following the script below:
Calling Agency:
“I am reaching out because I think I noticed you looking up on our website on how to secure your family’s financial future. Here at [Insurance Name], we actually help people like you find the best insurance coverage within a reasonable budget. We are positive that our insurance plan will provide long-term peace of mind to you just as it did for our other clients. And I am more than happy to schedule a short meeting with you this week to get into the details if you are interested.”
Overcoming Common Objections in Appointment Setting [Script]
There can be a ton of types of objections from the prospect. Let’s look at some of them and how to respond to them from your end during the call:
1. “I Don’t Have Time.”
Calling Agency: “Well, that’s totally understandable! Look, I don’t want to waste your time or my time here. That’s why I am making this quick call before even talking about scheduling any appointments! I’m just trying to figure out if we can potentially help you, you know? Would you mind me checking asking a couple of qualifying questions in 30 seconds only?”
2. “I’m Not Interested.”
Calling Agency: “Sure, it’s your call! But, sometimes, what happens, you know, is we overlook some potential hidden gaps in our workflow. So, all I want to do is, I’m only asking to verify, are you 100% sure that you do not have any [pain points] now that you are dealing with where you might need some help to boost your [profits]?”
3. “Send Me More Information.”
Calling Agency: “I’m more than happy to share all the information and details with you. We are offering an exclusive discount for those signing up this month, so let me know your email address quickly please.”
4. “We Already Work With Someone.”
Calling Agency: “I see, yeah, it’s because your business benefits from a service like ours. Fun fact: many of our clients used other companies before switching to us. If you don’t mind me asking, is there anything particular that you would want to see improved from your current service provider? Maybe we can fill in the gaps there!”
5. “How Do You Guarantee Safety?”
Calling Agency: “That’s a good question! We do not compromise quality no matter the circumstances, but safety comes first, as always! Our services are perfectly reliable. In fact, you can check our customer reviews and testimonials online.”
6. “It’s Too Expensive!”
Calling Agency: “I totally get your budget concern. But in the long run, our services can minimize long-term costs, including repetitive or replacement costs.”
Bottomline!
Fixing an appointment takes more than just speaking or computational skills. The Anatomy of an appointment-setting script will be enhanced with sales psychology using a natural and helpful tonality. Not everyone can customize and adapt to each call. A clear script framework will guide you through the challenges of promoting your services and tackling objections. Show empathy and stay confident throughout the call.
If you still have difficulties setting appointments, contact CallingAgency. Our professional team is experienced in building long-lasting relationships with loyal clients. Book a free appointment today, and let us handle your challenges!
