15 Scripts for Setting Appointments Over The Phone: Why You Need Scripts to Book More Calls

April 11, 2024

You approach appointment setting calls by preparing a script. A phone script for scheduling meetings helps you structure your offer and anticipate objections. According to Cognis, the average success rate of cold calling is only 2% because most prospects don’t pick up. Having a cold calling script ahead of time prepares you to handle the conversation for when the prospect agrees to talk.  

Appointment setter coach Dylan Rich went from booking a few meetings per week to 294+ meetings a month by developing his own script for cold calls. He notes that it's important to not read scripts word-for-word, but to use it as a framework. In a livestream with Zach Schubert, Dylan shares that the top 1% appointment setters use a combination of permission-based openers and post-meeting questions in their scripts. 

Even with a script, some appointment setters still don't book meetings because they fail to deliver the right tone that matches their prospect. An anonymous Reddit user shares that it's not the script itself that's important, but how you say the words. They claim that using "bottled enthusiasm" and taking "purposeful pauses" helps them book meetings with IT directors and executives in a saturated industry.

In this article, we'll look at 10 scripts for setting appointments over the phone. Each appointment setting script serves different purposes, such as discussing new offers and following up. We’ll also explain 5 reasons to use scripts to schedule appointments.

1. Value Proposition Script

Appointment Setter: "Hi [Client Name], this is [Your Name] from [Your Company]. How's your day going?" 

Prospect: "Not too bad, thanks. What's this about?" 

Appointment Setter: "Okay so we've got this new [Product/Service] at [Your Company] that's making a difference for [Prospect's Industry]. It's all about [specific benefit]. I’m not sure if it's for you, but I thought it might help with what you guys are doing over there." 

Prospect: "What's the catch?" 

Appointment Setter: "No catch. Just like we helped [mention a relatable client], who saw [specific result], I think you could benefit too. It’s just 15 minutes for a quick chat. What do you say?" 

Prospect: "Can you tell me a bit more about it?" 

Appointment Setter: "Of course. It’s a [brief description of the product/service], super easy to use, and our clients love the results. How about we jump on a call this Thursday at 10 AM? I can show you how it works and see if it fits your needs." 

Prospect: "Thursday at 10? Sure. Let's see what you've got."

This script is best used in scenarios where your primary goal is to quickly communicate the unique benefits of your offer to a potential client. It is most effective in the early stages of engagement. The prospect may not be actively looking for solutions, but might be intrigued by the potential value of a new product or service. Use a mix of rapport-building, highlighting relatable success stories, and proposing a low-commitment interaction.

2. Testimonial Script

Appointment Setter: "Hey [Client Name], it's [Your Name] here from [Your Company]. How's your day going?" 

Prospect: "Hi there! What can I do for you?" 

Appointment Setter: "I hear you, I'll be quick. You know how [specific problem] is a headache in your line of work? We just helped a company, [Client X], who was in the same boat. They tried our [Product/Service] and the change was like night and day – [specific result]." 

Prospect: "We've been down this road before, not sure if it's for us." 

Appointment Setter: "Totally understand that. But here's the kicker – [unique selling point]. [Client X] was skeptical too, but they're over the moon now. How about a quick chat, just 20 minutes, next Tuesday to dive into it?" 

Prospect: "You've got my attention. Tuesday works for me." 

Appointment Setter: "Awesome! Thanks for taking the time, [Client Name]!"

The script is highly effective for building trust and credibility, particularly with prospects who may be skeptical or have had negative experiences with similar products or services. It centers on the concept of social proof. Use positive experiences of other clients (especially those well-known or respected within the prospect's industry) to illustrate the benefits of your offer.

3. Complimentary Consultation Script

Appointment Setter: "Hey [Client Name], it's [Your Name] from [Your Company]. How are you?"

Prospect: "Not too bad. What's up?"

Appointment Setter: "Actually, I'm calling because we're rolling out free consultations this month. It’s a quick dive into what we offer, tailored for your business. We’ve had some great feedback from others in [Prospect’s Industry]."

Prospect: "Free? What's the catch?"

Appointment Setter: "No catch! It's a 30-minute chat, no strings attached. We’ll look at what you need and give you some tips, whether you choose us or not. It's been a game-changer for some of our clients."

Prospect: "I’m intrigued. When were you thinking?"

Appointment Setter: "How about next Wednesday around 10? It'll be quick, I promise."

Prospect: "Sure."

Appointment Setter: "Great, I'll send over the details. Thanks for the opportunity, [Client Name]."

Use this script for attracting prospects who are on the fence about committing to a new service or product. It works well in industries where the decision-making process is cautious and value-driven. This script uses the strategy of offering something of immediate value (a free consultation) without requiring a commitment. You can lower barriers to entry and provide a direct opportunity to show the company's expertise in a competitive market.

4. Time-sensitive Offer Script

Appointment Setter: "Hey [Client Name], it’s [Your Name] here from [Your Company]. Got a sec?"

Prospect: "Sure, but make it quick."

Appointment Setter: "Alright. So we’re rolling out this special deal at [Your Company], but it’s a bit of a ticking clock situation. It’s all about [briefly describe the offer], and it’s just for a select few in [Prospect’s Industry]."

Prospect: "When's the deadline?"

Appointment Setter: "We're talking [end date]. I know it's short notice, but I didn’t want you to miss out. How about we jump on a call, say Thursday at 3 PM, to hash out the details?"

Prospect: "Yeah, sure."

Appointment Setter: "Awesome! I'll send over the details. Catch you Thursday, [Client Name]!"

This script is designed for scenarios where creating a sense of urgency can motivate a prospect to act swiftly. It's useful when a company is looking to boost short-term engagement or sales within a limited timeframe. You offer exclusive deals or promotions during a new product launch or inventory clearing. The script taps into the psychological principle of scarcity to create an immediate connection point for a follow-up appointment.

5. Referral Script

Appointment Setter: "Hi [Client Name], it’s [Your Name] from [Your Company]. How are you today?"

Prospect: "I’m good, thanks. What can I do for you?"

Appointment Setter: "I’m calling because your colleague, [Referral's Name], mentioned you might be interested in [Product/Service]. They’ve seen great results and thought it could be a fit for you too."

Prospect: "Oh, [Referral's Name] mentioned me? What exactly are you offering?"

Appointment Setter: "Yes, they did. We offer [briefly describe the product/service]. It’s been effective for businesses like yours, especially in [specific benefit]. Can we set up a time to chat more about it? Maybe a quick call this week? When would be convenient for you?"

Prospect: "Let me check my schedule. How's Thursday around 10 AM?"

Appointment Setter: "Thursday at 10 AM works great. I'll set it up and send a confirmation. Thanks for considering this, [Client Name]!"

This script is valuable when introducing a product or service to a new prospect who may not be familiar with your company but trusts the referee. The referral acts as a bridge of credibility that lowers the skepticism or reluctance in cold outreach. Use this script for industries where word-of-mouth and personal testimonials affect decision-making, such as high-value B2B services and specialized products.

6. Education Script

Appointment Setter: "Hey [Client Name], it's [Your Name] from [Your Company]. Got a minute?"

Prospect: "Hey there, what's going on?"

Appointment Setter: "I'll keep it quick. You know we've been putting together some resources on [specific topic]? It’s stuff meant to help out in [Prospect’s Industry] - like [specific challenges or opportunities]. I think you might find it pretty interesting."

Prospect: "What kind of resources are we talking about?"

Appointment Setter: "We're talking [webinars, guides, etc.], all about [key topics]. It’s practical, easy to digest, the kind of thing that can give you an edge. How about we grab a quick call, say Friday, to chat about how it could fit into what you're doing?"

Prospect: "Friday’s good for me. How's the afternoon?"

Appointment Setter: "Friday afternoon it is. I'll send you the details. Thanks for squeezing this in, [Client Name]. Talk soon!"

This script is best used to establish a company as a thought leader or trusted advisor. You can use it to address specific challenges or opportunities within the prospect's industry without directly selling a product or service. It appeals to prospects who are interested in self-improvement or optimizing their business but might be wary of sales pitches.

7. Follow-up Script

Appointment Setter: "Hey [Client Name], it’s [Your Name] again from [Your Company]. How's everything going? Last time we chatted, you were swamped with that project."

Prospect: "Hi [Your Name], yeah, it's been non-stop over here. But things are moving along."

Appointment Setter: "I hear you. Just wanted to quickly touch base about our chat on [Product/Service]. Did any thoughts bubble up about it since we last spoke?"

Prospect: "I've been mulling it over. Still on the fence."

Appointment Setter: "Totally get that. Decisions like this aren't easy. What if we hop on a call again? No pressure, just to clear up any questions you might have."

Prospect: "Sounds good. Maybe a fresh perspective will help. How's Tuesday for you?"

Appointment Setter: "Tuesday's perfect. I'll send over a calendar invite. Appreciate your time, [Client Name]."

Use this script for re-engaging prospects who have previously expressed interest but have not yet committed to a purchase or appointment. It's best to maintain a connection while respecting the prospect's autonomy. Your goal is to highlight the open door for further exploration of your offer.

8. Demonstration Script

Appointment Setter: "Hey [Client Name], it’s [Your Name] from [Your Company]. How are you today?"

Prospect: "Hi [Your Name], just the usual. What's up?"

Appointment Setter: "I'll get straight to it. We just rolled out a new demo of our [Product/Service] and it's pretty slick. It's turning heads in [Prospect’s Industry]. Thought you might want to see it in action."

Prospect: "What's special about this demo?"

Appointment Setter: "It's interactive and gets right to the point – shows you exactly how it can tackle [specific issues or needs]. How about we do a run-through? Won’t take more than 30 minutes and you can see it from your desk."

Prospect: "I'm a bit curious, not gonna lie. How's Wednesday looking for you?"

Appointment Setter: "Wednesday's perfect. I’ll shoot over a link and we can dive in. Thanks for this, [Client Name]!"

This script is useful when the product or service has tangible, demonstrable benefits. You can offer a demo through a visual and interactive format. This script preps the sales team to address questions in real time and tailor the presentation to the prospect's interests.

9. Introduction of New Offer Script

Appointment Setter: "Hi [Client Name], it's [Your Name] from [Your Company]. I hope you’re having a good day. Do you have a moment?"

Prospect: "Hi, sure, what's up?"

Appointment Setter: "I’m excited to tell you about a new offer we've just launched at [Your Company]. It’s something we’ve been developing based on feedback from clients like you, and I think it could benefit your business."

Prospect: "A new offer? What are we talking about here?"

Appointment Setter: "It's a [describe the new offer], designed to [specific benefits or solutions]. We believe it can make a significant difference in [specific area relevant to the Prospect’s business]. How about we schedule a brief call to go over the details and see how it could work for you?"

Prospect: "That sounds interesting. When were you thinking?"

Appointment Setter: "What works best for you? I can adjust to fit your schedule."

Prospect: "How about Thursday afternoon?"

Appointment Setter: "Thursday afternoon is perfect. I’ll send over a calendar invite. Thanks for your interest, [Client Name]. Looking forward to it!"

You can use this script to generate excitement and interest around a new product. It's effective in competitive industries like tech and finance, where staying ahead with the latest solutions affects customer loyalty and market positioning. This approach leverages the novelty of the offer and its development from customer feedback.

10. Problem Prevention Script

Appointment Setter: "Hey [Client Name], it’s [Your Name] from [Your Company]. How’s your morning so far?"

Prospect: "Hi, it’s a bit hectic. What can I do for you?"

Appointment Setter: "I’ll be quick. We’ve been looking into some common hiccups in [Prospect’s Industry] and guess what? We've come up with something at [Your Company] that’s a real game-changer for [specific problem or issue]."

Prospect: "How does that work?"

Appointment Setter: "It's a neat [solution], specifically geared to nip [the problem] in the bud and keep it from popping up again. I think it could be a big help for you. How about we chat on Friday morning for a few minutes? I can walk you through it."

Prospect: "This Friday? Sure, I can find some time then."

Appointment Setter: "Fantastic! I’ll set it up and send you the details. Thanks a bunch, [Client Name]. Looking forward to our talk!"

This script is effective in situations where the prospect may be experiencing ongoing issues that affect their operational efficiency, profitability, or competitiveness. You tap into the prospect's desire for stability and efficiency. The goal is to offer a way to avoid future problems rather than just react to existing ones.

Industry Specific Appointment Setting Scripts

Appointment Setting Script for Online Education or Coaching Program

Appointment Setter: "Hi [Prospect's Name], [Your Name] here from [Your Education/Coaching Program]. How are things with you today?"

Prospect: "I’m good. What’s this about?"

Appointment Setter: "We've got this new [program] at [Your Program]. It's all about [specific learning outcome], and the feedback's been amazing. Thought it might be right up your alley."

Prospect: "What’s involved?"

Appointment Setter: "It covers [key topics/skills] and it’s hands-on. How about a quick call, say, Wednesday, to chat about your goals and see if it’s a fit?"

Prospect: "Sounds good to me. Wednesday afternoon works."

Appointment Setter: "Perfect! I'll send a confirmation for Wednesday. Catch you then, [Prospect's Name]!"

Appointment Setting Script for SaaS Products

Appointment Setter: "Hey [Prospect's Name], it’s [Your Name] from [Your Company]. Got a sec? I’m excited about something we’ve developed for [specific function]."

Prospect: "Hi [Your Name], sure. What's this about?"

Appointment Setter: "Well, we just rolled out [Your SaaS Product], and it's a game-changer for [specific function]. It’s sleek and easy to use. I think you’ll love it. When would be a good time to show you how it works?"

Prospect: “I'm swamped this week, but how about next Thursday 10 AM?"

Appointment Setter: "Sounds good to me. I’ll send you a reminder and set everything up. Thanks for this, [Prospect's Name]."

Appointment Setting Script for Real Estate

Appointment Setter: "Hey [Prospect's Name], it's [Your Name] from [Your Real Estate Agency]. How’s your morning going?"

Prospect: "Hey [Your Name]. Just the usual. What's up?"

Appointment Setter: "You know you were looking for places in [desired location]? We’ve got some new listings that seem right up your alley – they've got [specific features]. Thought you might want to take a look."

Prospect: "Can you tell me more?"

Appointment Setter: "Of course, but I think talking about it more in-depth through a call would do it more justice. How’s Friday for a quick chat? I can walk you through the details."

Prospect: "Friday works. Let’s say after lunch?"

Appointment Setter: "Perfect, Friday it is. I’ll send you a brief overview first and then we can dive deeper on the call. Thanks for taking the time, [Prospect's Name]!"

Appointment Setting Script for Insurance

Appointment Setter: "Hi [Prospect's Name], it’s [Your Name] here from [Your Insurance Company]. How’s your day?"

Prospect: "Hey [Your Name], it's pretty busy. What can I do for you?"

Appointment Setter: "We’ve got some new insurance plans that I think could work for your situation, especially with your [mention something relevant like business, family, etc.]. They've got some great perks like [key benefits]."

Prospect: "I've been meaning to look at my insurance options. What's different about these plans?"

Appointment Setter: "There's a lot to cover, but I think a quick call could clear things up. How about a chat on Wednesday? I can walk you through it"

Prospect: "Yeah sure. Let's say around 3 PM?"

Appointment Setter: "3 PM it is. I'll drop you a line before our call. Appreciate your time, [Prospect's Name]."

Patient Appointment Scheduling Script

Appointment Setter (Medical Office Staff): "Hi, [Medical Practice Name], [Your Name] speaking. How can I help you today?"

Patient: "Hey there, I need to set up an appointment."

Appointment Setter: "Sure thing. Can I get your name and when you were born, just to find you in our system?"

Patient: "[Provides information]"

Appointment Setter: "Got it, thanks. Is this for something specific, or is it a routine check?"

Patient: "[Describes the reason for the visit]"

Appointment Setter: "Alright, let's see... We have some slots open on [give a couple of options]. What works for you?"

Patient: "[Picks a time]"

Appointment Setter: "Perfect, you're all set for [confirm date and time]. Do you want a reminder text or email?"

Patient: "[States preference]"

Appointment Setter: "You’re all good to go for [reconfirm date and time]. Just bring [any necessary items] with you. Call us if you have any questions or need to change the time. See you then, [Patient's Name]!"

What Are The Different Parts of an Appointment Setting Script?

The different parts of an appointment setting script are: 

Open Statement

The open statement is where you introduce yourself. Sales coach Grant Cardone recommends to use one name and only mention the company name if it’s well-known. Then immediately state the purpose of your call and your value proposition. Your open statement should only take up to 30 seconds. 

For example, “Hi, I’m John and I’m from XYZ Inc. The reason I am calling is to introduce you to our newest marketing automation tool that can help increase brand visibility by 40%.”

Qualification Statement

Your qualification statement is where you ask questions to verify if the prospect aligns with your offer. Use qualifying questions about their recurring problems, budget, and if they're a decision maker.

Appointment Statement

The appointment statement is where you schedule a meeting with the prospective customer. Your goal is to secure a commitment for them to meet with a sales rep as soon as possible. Your appointment statement should be specific, concrete, and answerable by yes or no.

For example,  "Would you make time to meet me later for ___ minutes?" “How about Thursday at 2:00 PM?”

Closing Statement

The closing statement is where you recap the appointment details and address any concerns from the prospect. An effective appointment setting script asks open-ended questions to encourage the prospect to provide more information.

Write your appointment setting script by starting with an engaging intro. List down specific questions you'll want to ask the prospect and the benefits of your offer. If they seem unsure or have doubts, prepare straightforward answers to potential concerns. Your goal is to lead the conversation towards making an appointment, so suggest setting one up. End the call on a friendly note, recapping what you've agreed on.

Include a tailored value proposition and qualifying questions in your cold calling script to drive more appointments. A strong CTA also encourages the prospect to commit to a meeting. 

5 Reasons to Use Scripts to Schedule Appointments

Scripts Showcase Professionalism

Using a cold call script showcases your professionalism because this guides you to talk clearly and confidently. A script makes sure you don't miss important details. This professionalism helps build trust with a potential client.

Scripts Boost Confidence

Having a cold call script can boost your confidence because you know what to say and how to answer questions, which makes you feel sure of yourself. This confidence shows in your voice, making you more convincing. 

Scripts Can Improve Results

Using a cold calling script guides you on what to say when faced with tough questions or objections. This way, you can keep the call going smoothly toward setting up an appointment. A good script turns more calls into actual sales meetings because it keeps things clear and focused.

Scripts Enhance Your Brand Identity

When you use a script, you enhance the brand identity because each call you make sounds professional and consistent. This makes the brand seem more reliable and trustworthy. So, when you talk about scheduling appointments, your words and style make the brand stand out. 

Scripts Help Find Qualified Leads

Using a script helps you find out if someone is likely to be interested. The script has simple questions that let you check if a potential customer fits what you’re selling. This way, you spend more time with people who are more likely to buy.

What are the most important appointment setter skills? 

The most important appointment setter skills are clear communication, persistence, organization, and adaptability. They need to talk clearly and understand client needs, follow up regularly, manage their time and records well, and change their approach based on different situations. Being positive and able to handle rejection is also crucial. These skills make an appointment setter good at their job.

Is appointment setter legit? 

Yes, being an appointment setter is legit. It helps sales reps connect with potential customers. However, you need to be careful because some jobs might not pay a regular salary or could be scams. It's important to check out the company and the job offer carefully. 

Appointment setter reviews

Appointment setter reviews online are mixed with some saying that it's a fulfilling career with financial benefits. Other appointment setters say that the commissions are low and some companies low-ball their employees' base pay. 

Martin Suarez says that appointment setting is great for balancing his schoolwork and job. Working from home is a big plus for him, giving him the chance to set up his workspace. He also says it’s important to personalize the script he uses on calls. This makes it easier for him to talk naturally and effectively. He admits that juggling work and university can be tough sometimes, but overall, he's happy with the job and the growth it's brought him, especially in handling different types of customers.

Franck Koomen sees appointment setting as a great opportunity, especially for those who are just starting in the online world. He says that appointment setting is a skill that can lead to a good income, without the stress of running a whole business. Franck mentions it's an effective way to earn money, offering flexibility and the freedom to work remotely. He emphasizes that with the right approach and dedication, anyone can succeed in this role and even replace their current job income. 

Erika Kulpina, an appointment setter of three years, says it's a great way to make money online. She's seen that it can pay well, especially if you're willing to put in the effort and get better. But she does give a heads up that the money isn't always steady, and some jobs are just based on commission. What she loves most is the freedom it offers, like choosing when to work. Even though it has its tough moments and the pay can go up and down, Erika finds the job fun and rewarding.

Is appointment setting the best way to make money online?

No, appointment setting is not the best way to make money online. The job is challenging and involves a lot of cold calling. Most prospects say no 2-3 times before saying yes to an offer on a sales call. An appointment setter salary is also unstable and can change each month if you're paid on commission.

Local lead generation is a better choice for making money online than appointment setting because it's a consistent and profitable business model. Local lead gen works by creating and ranking online assets like websites or social media profiles for specific local services. Prospects who find your website after searching for that service will sign up with their email and contact info. You then pass these to local businesses who will pay you for sending customers their way. A single local lead gen site can generate $500 to $2,000 per month.

You can target numerous niches and locations with local lead gen, from plumbers and electricians to lawyers and dentists. It's a scalable system that isn't limited by commissions or daily cold call quotas. You can earn passive income after setting up just 1 local lead gen site. If you're considering making money online, try out local lead generation.

Follow Me
Ippei Kanehara

$52K per month providing lead generation services to small businesses

Ippei.com is for digital hustlers, industry leaders and online business owners.

His #1 online business recommendation in 2024, is to build your own lead generation business.

Leave a Reply

Your email address will not be published.

{"email":"Email address invalid","url":"Website address invalid","required":"Required field missing"}