5 Step Post Appointment Follow Up Guidelines

Step 1:

Send a confirmation email with date/ time of your appointment. Send the email within a few hours of setting appointment.

  • Sample email verbiage:
    I just wanted to thank you again for taking a few minutes with me on the phone today,
    I really appreciate it. I look forward to meeting you in person on (date/time). Please
    feel free to call or email me if you need any extra information or have any additional
    questions. My contact information is listed below. Thank you again
    .

Step 2:

Send Outlook invite.

  • Once you schedule an appointment (phone meeting or physical appointment) schedule the meeting in your Outlook calendar and then invite them to join your meeting (Outlook function). The individual will have to accept or decline the meeting at which point you will be notified of their decision. If they accept the meeting, the appointment will immediately be placed into their personal calendar. This is also a good indicator of the quality of your appointments.

Step 3:

Handwritten Thank You card.

  • In a world full of high tech availability sometimes the most unique, visible and personal thing you can do to catch someone’s attention is to send them a good ole fashioned handwritten thank you card. Don’t underestimate the power of the personalized touch that comes with a handwritten thank you card!
  • When the market is saturated and your prospect has a variety of options here is the key to being noticed among your competition: find out what everyone else is doing, then do the opposite.
  • Just think, when is the last time your real estate agent, insurance agent or car salesperson sent you a handwritten thank you card thanking you for your business?

Step 4:

Add them to your network on LinkedIn.

  • This acts as one more way of getting connected and building rapport before your actual appointment. The more they have invested in you the less likely they are to cancel or postpone your meeting. Get to know them and let them get to know you. This is especially powerful if you have recommendations available on your profile.

Step 5:                                                                                                                                                                                      

Follow up with a phone call a few days before the actual date of your appointment   

  • If you have to leave a message, call back the next day. Call until you are able to confirm your appointment. Start the attempts 5 days before the scheduled meeting because it may take you 2-3 days to actually reach your prospect. Reconfirm the meeting address, let them know you will be there a few minutes early and remind them of anything they may need to bring.

Appointment Confirmation Rule of Thumb

If the appointment is more than 10 days away

  1. Complete steps 1-4 within 48 hrs.
  2. Call 1 week before appointment for confirmation
  3. Send an email the day before your appointment to let your prospect know how much you are looking forward to meeting them tomorrow.

If the appointment is less than 10 days away

  1. Complete steps 1-4 the same day as you set the appointment
  2. Call 2 days before meeting to re-confirm the details

In the Spirit of Success,

Amanda Johns
Corporate Partner and Program Director
ajohns@southwesternconsulting.com

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