Janitorial Appointment Setting Scripts: Expert Techniques Deployed!

Most janitorial calls fail because of not following a good strategy. A successful janitorial script has some key elements that are specifically well-structured. However, you cannot sound robotic to the prospect despite following a set technique. Your prospect will not take you seriously if you sound like you are reading a script. There is a balance between following a pattern and being natural during your call.

An effective janitorial appointment script should include a brief introduction of who you are, what unique services you are offering, and a simple call to action at the end of the call. Be ready to ask quick questions to understand their potential cleaning needs. Don’t forget to address any concerns or objections from the prospect.

So, with that being said, let’s check out the best scripts!

Here is a Step-by-step Guide for You to Follow:

Introduction (Script)

Greet your prospect with a friendly but respectful greeting. The prospect should feel professionally welcomed to continue the conversation. You should then explain your company’s specialized janitorial services.

Example:

Calling Agency: “Hello [Prospect’s Name], this is [Your Name] from [Company]. How are you doing today?”

After hearing the response from the prospect, clarify the purpose of your call:

Calling Agency: “Great! So, I am reaching out to offer some specialized janitorial solutions in your area. I figured you might be interested! Is it a good time for you to talk?”

Give them a moment to think and answer correctly. So, do not interrupt. If they say yes, you can say:

Calling Agency: “Glad to hear that! Well, we are providing [Services] that can be customized according to your business requirements. Do I have your 30 seconds to explain how it can help your business, please?”

Or, you can be more approachable and say,

Calling Agency: “So [Client name], typically how these calls go is, I am gonna ask you a few questions about your place, like how big it is, and once I get all the information, I will provide you with the exact quote, sounds good?”

The first 10 to 20 seconds of the call is crucial. Your prospect decides whether they want to continue the conversation or not. How do you grab their interest? Here are a couple of examples below:

You can utilize a permission-based approach and show empathy.

Calling Agency: “Hey, I know you probably hate getting calls like this, but I really had an awesome offer for you today! Would you like to hear it quickly, in just 20 seconds?”

Or, you can be upfront and clarify at the beginning that this is a cold call.

Calling Agency: “Hi, this is [Name], look, I will be honest with you here; I’m making a cold call. And, not to interrupt you or anything, but I think you’d really benefit from our service! Will you give me 30 seconds to explain it, please, and then decide if you wanna hang up or not?”

Qualifying Questions (Script)

You should ask engaging but relevant questions to the prospect. Asking open-ended questions will show that you are concerned and you care about the prospect’s needs. Also, the answers to your questions will let you assess the prospect’s current situation and what to do next.

Example:

Scenario: What type of services they are looking for:

Calling Agency: “What type of janitorial service do you need the most right now? Like,  cleaning, maintenance, landscaping, minor repairs, waste disposal or something else maybe?”

Scenario: How often do they need the service:

Calling Agency: “Would you like to have your janitorial services daily or weekly for your company?”

Scenario: What time do they want the service:

Calling Agency: “When do you need our janitorial services – is it on the morning shift or the night shift? On the weekend or the weekdays?”

Scenario: When the prospect has already hired some other company:

Calling Agency: “What are the most common limitations or challenges that you are facing with your current service provider? Maybe we can solve them for you!”        

Scenario: When the price is too costly to the prospect:

Calling Agency: “Look, I know money can be a barrier, but what is kind of the budget range for your company’s janitorial needs?”

Value Proposition (Script)

The marketplace of janitorial services is competitive. You need to stand out and offer something unique and beneficial.

Examples:

Your UVP can be about meeting the prospect’s specific requirements:

Calling Agency: “Our services can be absolutely customized to meet your needs. We are flexible in scheduling time slots, and we remain 100% compliant with safety regulations.”

It can be about offering the most competitive price:

Calling Agency: “Our cost-effective pricing will reduce your maintenance costs in the long run while improving your company’s professional image at the same time!”

It can also be about using the most high-demand equipment:

Calling Agency: “Our team provides high-quality services using the best and latest technology in the market! From deep cleaning to multilevel maintenance, we’ve got you covered!”

Addressing Concerns (Script)

Addressing concerns has a subtle difference from handling objections. Concerns are the potential factors that make the prospect hesitant. You must proactively say something to reassure the prospect, making the prospect feel confident in the service you offer.

Example:

Scenario: Addressing safety concerns in advance

Calling Agency: “If you are concerned about safety issues, then don’t worry, because our staff is professionally trained to meet international safety standards. We are well-regulated and compliant with the legal and safety protocols.”

Scenario: The prospect has janitors already

Calling Agency: “You’re right that in-house janitors can be cheaper at first, but, in the long run, you will have to endure more expensive costs because they would offer temporary solutions. Instead, hiring a commercial janitorial service like ours saves more money.”

Call to Action (Script)

Your Call-To-Action at the end must be persuasive and straightforward to say yes to. Don’t throw out generic CTAs on the call. Make sure to understand the prospect and deliver your CTA accordingly.

Example:

Scenario: When the prospect seems interested in your offer

Calling Agency: “I would love to email you our quick proposal based on our call. Could you please provide your email address so you can review the details at our convenience?”

Scenario: When the prospect is hesitant

Calling Agency: “I understand you are busy and need time to think. When would you be free to speak next so that I can call back at your good time?”

Scheduling the Appointment (Script)

The most common step to take next is to schedule an appointment.

Example:

Scenario: When the prospect is interested in your offer

Calling Agency: “Thank you for your time! Let’s set up a good date and time that works for you so we can have a meeting.”

Scenario: When the prospect seems to rush the call

Calling Agency: “I know time is limited, so can we please schedule an appointment for this week? We can go through the details more!”

Handling Objections (Script)

Some prospects might decline your offer. It is your job first to acknowledge their objection respectfully and then try to discuss alternative solutions after understanding the cause of their objection. If it still does not work out, you should wish them a good day ahead and end the call. Let’s have a look at some scenarios of your prospect.

Scenario: “We are not interested/Call Us Later”

Calling Agency: “It’s okay, but you know what though? you might not need any janitorial services right now, but in case you need us in the future, we are willing to offer a free walkthrough and a quote. Here is our contact [Details] if you want to reach us someday!”

Scenario: “We are already using this service from somewhere!”

Calling Agency: “I see! Yes, many of our clients used different janitorial services before switching to us. Would you mind sharing if there is anything that you would like to improve? Because our services are very flexible and we use the latest technologies available.”

Scenario: “We cannot afford this expensive price!!”

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.”

Scenario: “We have a janitorial staff in our office!”

Calling Agency: “Oh, so you have an in-house cleaning team already? That’s good. But you know, as a company keeps growing, there might be limitations to using an in-house team. If you are interested, we can offer a free trial to see the difference.”

Scenario: “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.”

Types of Janitorial Appointment Setting Scripts

Now, let’s take a look at some realistic scenarios:

General Office Cleaning Script

Let’s have a look at what a normal calling script would look like:

Calling Agency: “Hi [Prospect’s Name], I am [Your Name] from [Your Company]. How are you today?

Prospect: “I’m fine. Sorry, I didn’t recognize you.”

 

Calling Agency: “No problem. Well, the reason I am calling, I just wanted to ask if you would be interested in some flexible janitorial services that we got? If you’re interested, I can tell you about it real quick. It will take less than a minute, I promise.”

Prospect: “Hmm.. Go on.”

 

Calling Agency: “Our professional team works according to your customized needs. We help reduce costs in the long run by providing long-lasting solutions with our latest equipment by our expert team”

Prospect: “Okay, and what about the safety control and stuff?”

 

Calling Agency: “Good question! We do not compromise with health regulations. We use eco-friendly products, and our team is compliant with safety protocols. We assure 100% safety, and you can check our customer reviews online”

Prospect: “Alright, good. I think I am interested. Could you call me back tomorrow?”

 

Calling Agency: “As you wish! I will call you tomorrow for confirmation. Thank you! Have a good day!”

Prospect: “Welcome, bye then”

 

Calling Agency: “Yes, bye”

Specialized Cleaning Service Script

Now, Let’s explore how you can present a specialized cleaning service script to your potential client.

Calling Agency: “Hello [Prospect’s Name], this is [Your Name] from [Your Company].  How are you?

Prospect: “I’m alright! Who is this again?”

 

Calling Agency: “So I am calling from a janitorial company, and I thought you might be interested in our exclusive janitorial services. Would you like to talk about it real quick?”

Prospect: “Oh, but we already have our in-house janitors. I don’t think we need this.”

 

Calling Agency: “I see, but is there any area in your company where you think you could use a better service? We actually offer customized and flexible work, too!”

Prospect: “Well, we could use a better clean-up of our office carpets. It gets hard to clean them these days!”

 

Calling Agency: “Got you! Yeah, absolutely! We have a well-trained team of carpet cleaners who can apply deep cleaning for your carpets with our high-quality technology. If that’s something you want, we can give you a free walkthrough this week.”

Prospect: “Really? I guess there is nothing to lose to see what you offer. I will talk to my company about this.”

 

Calling Agency: “Sure, take your time! Tell me a good time for you so I can call back later. Or, you can give me your email address, and I can send you all the details and schedule the appointment.”

Prospect: “Cool, email sounds better! Here it is [Email address given]”

 

Calling Agency: “Thank you, it was nice talking to you, and I appreciate your time. We will get in touch soon. Have a good day! Bye.”

Prospect: “Yeah, okay, bye”

New Business Acquisition Script

Your prospect might already be using a janitorial service from somewhere else. This is what such a call would look like.

Calling Agency: “Hello [Prospect’s Name], this is [Your Name] from [Your Company]. How are you?

Prospect: “I’m good! Who’s this speaking again?”

 

Calling Agency: “So I am calling from [Janitorial company], and I thought you might be interested in our exclusive janitorial services. Would you like to talk about it real quick?”

Prospect: “Oh but we already hired a janitorial company a few months back.”

 

Calling Agency: “I see, but is there any area in your company where you think you could use a better service? We actually offer flexible work, too!”

Prospect: “Well, we could use some cleaning on some weekends. They do not respond well except for weekdays.”

 

Calling Agency: “Got you! Yeah, absolutely! We can definitely do that. As I’ve said, we are super flexible, and we work according to our client’s specific needs”

Prospect: “Really? That sounds good! I wanna know more.”

 

Calling Agency: “Sure. Can you give me your email address so I can send you all the details and schedule an appointment this week?”

Prospect: “Hmm, okay, my email is [Email address given]”

 

Calling Agency: “Thank you, it was nice talking to you, and I appreciate your time. We will get in touch soon. Have a good day! Bye.”

Prospect: “You too, bye”

Customer Retention Script

Calling your existing customers is also essential. Here’s what you can talk about:

Calling Agency: “Good morning [Client’s Name], I’m [Your Name] from [Company]. I hope you are doing good! I just wanted to call and check if you are having any issues with our service so far? Are you satisfied with everything, or do you want to make some changes?

Client: “Umm, it’s not bad, I mean, it’s good overall, I mean!”

 

Calling Agency: “I’m happy to hear that it’s been good overall! Is there any area or service you would like to see improved? We can work on your suggestion, too.”

Client: “Now that you mention it, I think the restrooms need more and better stocking than I see.”

 

Calling Agency: “That makes sense! Ok, we will surely inform the team and make sure that they adjust this. We will also add a supply restocking option for you if you want.”

Client: “Yeah, that would be pretty cool. Thanks”

 

Calling Agency: “You’re always welcome! It’s our pleasure to keep our clients satisfied. Speaking of satisfaction, if you are happy with our services so far, you can refer a client to our services and enjoy exclusive discounts.”

Client: “I could use some discount for sure [laughing] alright, I will tell my friends who run other companies around.”

 

Calling Agency: “Perfect! Thank you once again! I won’t take more of your time. Have a good day, bye”

Client: “Bye”

Emergency Cleaning Script

Some janitorial needs can be time-sensitive. In such cases, you should confirm every detail and be ready to dispatch the team. Take a look at this script below:

Calling Agency: “Hi [Client’s Name], this is [Your Name] from [Your Company]. I have come to know that you need our emergency cleaning service immediately. Can you tell me a little more about your situation so I can quickly dispatch our team to your office?”

Client: “Umm, yes, so we had a spill on our office table in the conference room. Our business clients are supposed to arrive this afternoon. We need to get this washed off and cleaned as soon as possible, by 3 pm, please.”

 

Calling Agency: “Right, I will inform my team. Could you describe what type of spill this is so we can decide the right cleaning tools for it?”

Client: “Well, it’s basically a huge pile of coffee spilled on our table, and some of it even fell on the carpet! It has started to stink in here!”

 

Calling Agency: “Don’t worry, our team is setting out right away. Please make sure to allow access to our team to enter your office building on time. They are heading to your place in a second.”

Client: “[Provides details of address and contact again]”

 

Calling Agency: “Noted, alright then. Call us back if anything else comes up. Our team should be there shortly to take care of your table and carpet.”

Client: “Thanks, alright, I will do that.”

 

Calling Agency: “You are so welcome! bye!”

Client: “Bye!”

Warm Calling Scripts

A warm call is when you are already familiar with the prospect from a previous conversation. Let’s take a look at the script below:

Calling Agency: “Hey [Prospect’s Name], how are you doing? This is [Your Name] from [Your Company]. We talked previously about our janitorial services. So I thought of following up on that today to see if you have made up your mind.”

Prospect: “You’re right. We did have a conversation before! Honestly, I’m still thinking about it. No idea what to do yet.”

 

Calling Agency: “I understand. Many of our clients were in the same position before they switched to us. Are you currently satisfied with your cleaning setup, or have you noticed any areas that could improve?”

Prospect: “Yeah, so our current janitor works well, but he is not consistent nowadays.”

 

Calling Agency: “Our company is very strict in maintaining consistency. You won’t regret booking a consultation with us and letting us give you a walk-through session.”

Prospect: “Umm, I guess you are right. Okay, let’s do it.”

 

Calling Agency: “Awesome! What date and time works best for you?”

Prospect: “I can do Thursday this week in the afternoon. You can call me in the morning to confirm though.”

 

Calling Agency: “Noted! Will do that. Have a good day!”

Prospect: “You too.”

Best Practices for Using Janitorial Appointment Setting Scripts

Customization

Different clients will have different janitorial requirements for their companies. You have to pick up and understand their specific business needs so you can offer the relevant solutions that they need.

You have to customize the cleaning schedule or the type of products or tools your prospect might be interested in.

Personalization

You cannot sound robotic to clients by stating the same generic lines they hear on random cold calls. You must see your prospects as individuals and show proper respect by acknowledging their personal profiles. This will create a personalized call.

A clever sense of humor can build rapport. People don’t buy from companies; they buy from people. So, you can emotionally and psychologically connect with the prospect using light humor.

An example of using friendly humor can be:

Calling Agency: “So, how clean is your place right now on a scale of 1 to 10, 10 being a person can sleep in there and 1 being not even a dog will walk in there.”

Active Listening

As a caller, you must be a good listener to your prospect. They might have some concerns or confusion. If you do not listen carefully, your words will not make sense to them. You have to listen to understand first, not listen to respond.

Try your best not to cause any moments of friction. Your conversation will remain fluid and easy if you are an active listener.

Handling Objections Effectively

Don’t be shocked to see your prospects declining your offer. Objections are common, but you must be ready to handle them effectively.

Don’t be too pushy, though! If the prospect has a problem with the price and you cannot provide any discounts or alternative solutions, it is better to end the call respectfully without wasting time.

Tracking And Analysis

There are different key metrics to track for analysis.

• Contact rate: The number of calls that are received by the prospects.
• Appointment rate: The number of appointments scheduled after the call.
• Conversion rate: The number of prospects who hire the services.
• Average call time: The average duration of the calls.
• Frequency of calls: The no. of times your team calls per day or week.
• Lead Source: The directory from which you obtained the prospect’s info.
• Pain points: The common areas of problems of the prospects.
• Common objections: The reasons for declining your service.
• Caller performance: How the caller or you perform professionally with success.

You must show appreciation to them regardless of how they react to your calls or services.

Conclusion

Fixing a janitorial appointment can be challenging, but it can be successful with the proper techniques and approach. Anyone can provide information and deliver a sales pitch, but you must customize your script. A solid script will provide a map and guide you through the challenges of promoting your services. Personalizing your call based on the individual prospect makes a big difference. Each prospect will have different business needs, so we showed different scripts for various scenarios in this article.

Lastly, you must adapt to every call to create a lasting impression. Thus, we advise adding your unique touch to the call that will separate you from others.

So many great janitorial companies are not getting enough sales today due to unsuccessful cold calls. If you are still struggling to promote your janitorial services or set up appointments, you can outsource this task to us at Calling Agency. Our years of experience and success guarantee the best results in building long-lasting relationships with loyal clients. Book an appointment with us today!