Etiquette for Appointment Setting

Once you have the contact information of someone who is interested in your services as a contractor, don’t delay in setting an appointment.  If at all possible, schedule the appointment within 24 to 48 hours.  Scheduling the appointment too far in advance could lower your chances of sealing the deal.


The golden rule is not to set appointments for site inspections further out than five business days.  More than five days puts you at high risk of losing the bid. The client could contract with someone else in the meantime, or may lose interest in your professional services altogether.


Be sure the potential client has all of your contact information, in the event they need to cancel or reschedule the appointment due to emergency.


For appointments set 48 hours in advance or more, it’s best to contact the client to remind them of their appointment.  This courtesy can be crucial for two reasons:




  • By not taking the time to call, you risk the client failing to be home for the appointment.




  • If they have failed to notify their spouse of the appointment prior to this call, you are allowing them another chance to do so.  A lack of communication with their spouse could result in cancellation. 



During the courtesy call, remind the client to have any documents (blueprints, drawings, surveys, etc.) you will need available and suggest they write down any questions they may have.


  


Tips for Exceptional Appointment Setting


 


If it is a repeat client, send the original sales representative or contractor to the appointment each time. This will build the confidence level of the client.


In your appointment book, mark the date and time of your site inspection, as well as at least one telephone number belonging to the client.  Also, mark the date prior to your appointment to contact the client to confirm.


Make sure you have directions to the client’s home prior to the appointment date.  It’s best to obtain the directions while setting the appointment or during the courtesy call.  If you forget to ask for the directions during both calls, utilize the internet for this valuable information.  Showing up late or calling on the date of the appointment for instructions is unprofessional and could damage the client’s perception of you and/or your company.