How To Write A Good Appointment Setting Script

A well-designed script can make a big difference in appointment setting. Focusing on the appropriate parts and phrases to include in the appointment setting script can help you turn up the prospect's interest and easily find high-quality leads.

We've compiled this guide here with the help of our lead generation partners and experienced appointment setters. Hopefully, you can make use of this to bring in more clients to your business.

How To Write Good Appointment Setting Scripts

We may not be able to offer you the perfect appointment setting script that you can use right away, but here's a good template to follow in case you haven't been able to book a lot of appointments lately:

  1. Introduction - Presentation
  2. Arousing Interest
  3. Test Prospect's Eligibility
  4. Conclusion

Introduction - Presentation

It does not take more than seven seconds to create a first impression and decide what we think of someone. This is especially true when you do cold calling, and the person you're calling knows nothing of you besides your phone number and will treat you as a stranger.

When the contact takes place by phone, two things determine how this image of you is perceived in a matter of seconds.

What you say and the way you say it.

Once you have found the right person on the phone, start with a crystal clear opening explaining who you are, where you are calling from, and the purpose of your call. Think of the appropriate tone you should use to speak calmly or stress the essential words.

Moreover, feel free to ask if the person you spoke with has one or two minutes to talk to you before you continue your appointment setting call. This way, you can show respect to your prospect's time. If the decision maker is busy, you can ask for a better time to call.

Make sure you have a good rebuttal in place when they tell you that they're too busy at the time that you called them. Try to set the appointment as close as possible. For example, you've called them at around 10 AM, ask if you can call back later today.

Ensure that you've taken note of the exact date and time they ask you to call back and try to send them a calendar invite. You can use Google Calendar for this if you're able to get their email address.

Arousing Interest

Once you have confirmed that you are talking to the primary decision maker and asked if the person you're speaking with has time to talk to you, then you can proceed to the next step on your appointment setting script which is triggering their interest.

Sometimes, you might hear salespeople and experienced appointment setters talk for a long time before pitching in the main purpose of their call. This has been the common practice when conducting cold calls or doing telemarketing, but it shouldn't be that way or the receiver may hang up. The best thing to do is to immediately explain the reason for your call and the value you will bring to your prospects.

Most appointment setters refer to this part as your elevator pitch. This is one or two sentences of vital information about your product or service that you're offering to your prospect.

You can add relevant information about your business, but don't focus too much on it as you might bore your prospect. The main goal here is to let them know what you or your company can do for them.

Test Prospect's Eligibility

Once you've determined that you're speaking with the decision maker, it's now a good time to ask some qualifying questions. Doing this will give you a better understanding of your future clients since a study shows that about 50% of your prospects may not be a good fit for what you're selling.

It's also worth knowing that 67% of lost sales are often due to sales reps who did not properly qualify their prospects before taking them through the entire sales process.

You only want to pass the quality leads to your sales team, so this is an integral part of your appointment setting script. Testing your prospect's eligibility can also help you develop a better closing statement in your script since you can get to know your lead better.


Before ending the call, make sure you have said enough reasons to pique the interest of your prospect to book an appointment setting. Try to check if you're able to cover everything on your appointment setting script. This can help in a big way.

The goal here is to not create an option for your lead to say "no", well-written cold calling script increases the probability of getting a "yes".

Avoid saying the following phrases:

  • Would you be interested in learning more?
  • Do you have time next week?

Instead, use the following words:

  • Let's talk about it more so you get a better understanding of what we are offering.
  • I can call you back on Tuesday morning or afternoon, what time is best for you?

Expert Tips In Making A Better Call Script

We have shared some great appointment setting tips here so you can improve your call script and book more meetings.

Use a personalized opener.

Whether you were referred to by a colleague or have little knowledge of your prospect, it's still best to develop a personalized opener. Never forget to mention their name or company's name when making your introduction. This can make them more comfortable to answer your questions.

If you need some help personalizing your introduction, you can make use of LinkedIn. You can utilize their website to search for information regarding the company or the person you're trying to book a meeting with.

Keep the appointment setting script short and concise

Many people who try to book appointments, especially those who have previously worked as a salesperson, tend to sell the service or product too much during the booking conversation.

The goal of appointment setting is exactly to book a meeting. So save those long sales presentations and additional explanations for the meeting itself and focus on the conversation, nothing else.

Handle objections well

Expect that you will often have to respond to objections during your conversations before booking the meeting. Bring a piece of paper and a pencil and write down all the objections you get. You should also determine the common sales objections given to you by decision makers.

Check which ones come most often, then create good rebuttals for each. This way, you will know what exactly to say the next time a potential customer comes up with the same objection.

These are the ways you can have a good appointment setting script when you are trying to book more meetings. Make sure you make a few tweaks to properly cater to the people you are going to speak to on a daily basis since each industry is different.

If you need help getting more appointments for your business, you can take the test and we'll connect you to the best appointment setting companies in the UK.

You can also call our customer service team at 020-80599450 for any questions you might have about our business services.

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