# Appointment Setter Script Template

A script skeleton for inbound lead callbacks and outbound B2B calling. Adapt the wording — the structure is what matters.

Provided free by VoiceSupportCrew.

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**Campaign:** ____________________
**Approved by:** ____________________ **Date:** __________

> A script guides, it does not dictate. A rigidly-read script is audible and customers dislike it. But every claim in here is the client's claim, so nothing goes live without written approval.

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## Part 1 — Opening

### Inbound lead callback

> "Hi, is that [NAME]? This is [AGENT] calling from [COMPANY] — you enquired about [PRODUCT/SERVICE] on our website a few minutes ago. Is now a good time for a quick two-minute chat?"

Key points:
- Reference the enquiry immediately — this is a warm call, make it sound like one
- Name the timeframe ("a few minutes ago") to jog memory
- Ask permission for the time — it raises completion rates
- Two minutes means two minutes. Do not say it and take ten.

**If they are busy:**
> "No problem at all. Would later today or tomorrow morning be better? … Great, I'll call you at [TIME]."

### Cold outbound (B2B)

> "Hi [NAME], this is [AGENT] from [COMPANY]. I'll be brief — we work with [SIMILAR COMPANY TYPE] on [SPECIFIC PROBLEM]. I wanted to find out whether that's something on your radar at the moment. Do you have thirty seconds?"

Key points:
- State who you are and why you are calling in the first sentence
- Reference the problem, not the product
- Ask for a small, specific amount of time
- Never open with "How are you today?"

### Gatekeeper

> "Hi, I'm hoping you can point me in the right direction. Who looks after [FUNCTION] at [COMPANY]?"

Then:
> "Thanks — is [NAME] available, or is there a better time to catch them?"

Key points:
- Ask for help, not for a transfer
- Be honest about why you are calling if asked
- Never pretend to have an existing relationship

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## Part 2 — Qualifying framework

Ask these conversationally. An interrogation gets short answers and no appointment.

### Need
> "What made you look into this?"
> "How are you handling it at the moment?"
> "What's not working about that?"

### Fit
> "Roughly how many [UNITS / STAFF / CUSTOMERS] does that involve?"
> "And you're based in [AREA]?"

### Authority
> "Is this something you'd decide on, or would others be involved?"

*Never ask "are you the decision-maker?" — it invites a defensive yes.*

### Timeline
> "If it turned out to be a good fit, when would you want it in place?"

### Budget indication
> "Do you have a rough figure in mind, or is that what you're trying to work out?"

*Softer than "what's your budget?" and gets a more honest answer.*

### Your campaign-specific criteria

| Criterion | Question to ask | Qualifies if |
|---|---|---|
| | | |
| | | |
| | | |

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## Part 3 — Objection responses

Acknowledge, respond briefly, redirect. Do not argue.

### "I'm not interested"
> "That's fair — most people say that before they know what it's about. Can I ask one question: is [PROBLEM] something you deal with at the moment? … If it isn't, I'll leave you alone."

### "Send me some information"
> "Happy to. So I send something relevant rather than a generic brochure — what's the main thing you'd want it to answer?"

*Then either send it AND book a follow-up, or discover there is no real interest. Both are useful.*

### "We already work with someone"
> "That makes sense — most companies your size do. Out of interest, is there anything about the current setup you'd change if you could?"

### "It's too expensive" (before a price is known)
> "I haven't mentioned a figure yet, so I understand the concern. What would need to be true for the cost to make sense?"

### "I don't have time"
> "Completely understand. That's exactly why I'm suggesting [DURATION] rather than a long meeting. Would [DAY] at [TIME] work, or is later in the week better?"

### "Call me back next month"
> "Sure. Rather than lose track of it — shall I put fifteen minutes in for [SPECIFIC DATE]? You can always move it."

*A vague "next month" is usually a soft no. A booked date is a real one.*

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## Part 4 — Booking

### The ask
> "Based on what you've described, it sounds like it's worth a proper conversation with [CLOSER NAME]. They can [SPECIFIC VALUE]. I've got [DAY] at [TIME] or [DAY] at [TIME] — which works better?"

Key points:
- Offer two specific slots, never "when are you free?"
- Name who they will be speaking to
- Say what the meeting will cover

### Confirming
> "Perfect. So that's [DAY] [DATE] at [TIME], [DURATION], with [CLOSER NAME]. What's the best email for the calendar invite? … And is [PHONE] the best number if anything changes?"

### Setting the expectation
> "Before the call, it would help if you could have [SPECIFIC ITEM] to hand. And if anything comes up, just reply to the invite and we'll move it — no problem at all."

*Giving a low-friction way to reschedule reduces no-shows. A prospect who cannot easily move it simply does not show.*

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## Part 5 — Voicemail and follow-up

### First voicemail
> "Hi [NAME], it's [AGENT] from [COMPANY] — you enquired about [SERVICE] earlier. I'll try you again shortly, or you can reach me on [NUMBER]. Thanks."

Keep it under fifteen seconds. Do not pitch.

### Second voicemail
> "Hi [NAME], [AGENT] from [COMPANY] again about your [SERVICE] enquiry. I don't want to keep bothering you — if you'd rather I stopped calling, just let me know on [NUMBER]. Otherwise I'll try once more tomorrow."

### Follow-up cadence

| Attempt | Timing | Channel |
|---|---|---|
| 1 | Within 5 minutes of enquiry | Call |
| 2 | Same day, different time | Call + voicemail |
| 3 | Next day, morning | Call |
| 4 | Next day, afternoon | Call + email |
| 5 | Day 4 | Call |
| 6 | Day 7 | Call + email |
| 7 | Day 14 | Final call + email |

*Adapt to your market. Cold B2B needs more attempts over longer. Inbound leads need speed above all.*

### Stop rules
- Stop immediately if the contact asks not to be called again — and record it
- Stop after ______ attempts with no contact
- Add to suppression list: ____________________

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## Part 6 — Dispositions

| Disposition | Use when |
|---|---|
| Appointment booked | Date and time confirmed, criteria met |
| Callback scheduled | Specific date/time agreed for another attempt |
| Not interested | Explicit no |
| Do not call | Requested removal — suppress immediately |
| Not qualified | Fails criteria — record which one |
| No answer | No connection |
| Voicemail left | |
| Wrong number | |
| Gatekeeper — no access | |
| Bad data | Number disconnected or company closed |

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## Compliance notes

- The client supplies the calling data and confirms it was lawfully sourced for this contact method
- Calling hours, do-not-call obligations, consent rules, caller-ID and call-recording requirements vary by jurisdiction
- B2B and B2C campaigns carry different legal requirements
- Honour every do-not-call request immediately and record it
- Never misrepresent who you are or why you are calling
- Every claim in this script must be approved by the client in writing

*This template is operational guidance, not legal advice. Take proper advice for your market before running a calling campaign.*

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*More free templates and guides: voicesupportcrew.com/downloads*