You’re an appointment setter calling a purchasing manager about a part their usual supplier can’t get. Find out who buys it, then ask for ten minutes to look at that part together.
The first line
“Hi [Name], [Rep] with [Supplier]. We help distributors find parts when their usual supplier is out. Do you look after purchasing for the branch?”
Read only the lines that match the buyer’s answer. The brackets are notes for the caller.
[Open. Use an offer your team can deliver.]
Hi [Name], [Rep] with [Supplier]. We help distributors find parts when their usual supplier is out. Do you look after purchasing for the branch?
[If yes, pause after each question.]
Curious to ask, when a customer needs a part you don’t have, how do you find it today?
[Buyer: “We already have two suppliers.”]
Makes sense. When they’re both out, can the branch use someone else?
[Buyer: “Yes, then I call around.”]
And when you can’t find it in time, what happens to the order?
[Buyer: “If we can’t find it, the order sits.”]
Is there one part that keeps coming up?
[If they name one.]
Got it. That’s why I called. We can check other sources for [part they named]. Would you be open to ten minutes with our parts specialist to look at that one together?
[If they say “Just email me.”]
Sure. What would you want me to send you?
[If they identify a part and want help with it, make one more ask.]
If it’s [part] you need, would it be easier to look at it together for ten minutes? You could tell us exactly what the replacement needs to fit.
[If they still prefer email.]
Of course. What’s the best email for that? I’ll send you [the item they requested].
[If they accept the meeting, offer two available times.]
Would [day and time] or [second day and time] work better? That’s [time zone].
What’s the best work email for the invite?
Perfect. That’s [confirmed day, time and zone]. We’ll look at [part or order issue].
[Buyer: “Head office decides that.”]
No problem. Who should I speak with about a part the branch can’t source?
[Buyer: “They always cover it. We don’t need a backup.”]
Sounds like you’re covered. Thanks for taking my call.
A B2B appointment setter needs three answers before booking. Does this person own the issue? What happens when it comes up? What would the buyer want to do in a meeting? Use their answer in the invitation.
Start with their current process. Go one question deeper when the answer gives you a reason. If the buyer says their suppliers cover every order, there’s no parts issue to take into a meeting.
1
When a customer needs a part you don’t have, how do you find it today?
2
When you can’t find it in time, what happens to the order?
3
Is there one part you’ve had trouble finding more than once?
From the call to the CRM
What a qualified meeting handoff looks like
Illustrative example from the distributor call. Copy the blank note into your CRM so the parts specialist knows what the buyer wants to discuss and what to bring.
Buyer and responsibility
Branch purchasing manager. Can use a second supplier.
Problem in the buyer’s words
“When that seal is on back order, the whole order sits.”
What to prepare
Bring options for the seal the buyer identified.
Agreed next step
Tuesday at 10 a.m. Mountain. Ten minutes with the parts specialist to review fit.
Still to confirm
Part number and acceptable substitutions.
Blank meeting handoff
Buyer and responsibility — [enter what the buyer confirmed]
Problem in the buyer’s words — [enter what the buyer confirmed]
What to prepare — [enter what the buyer confirmed]
Agreed next step — [enter what the buyer confirmed]
Still to confirm — [enter what the buyer confirmed]
What to say next
When the buyer pushes back
“Just send me an email.”
Sure. Is there a part you want me to look at, or did you just want our contact details? If they want the details, send them. If they ask about fit for a particular part, a short working call may be worth offering.
“We already have suppliers.”
Makes sense. When one of them is out, can the branch go elsewhere, or does everything have to stay with them? If their current suppliers cover it, thank them and move on.
“I’m too busy right now.”
Understood. Is this something you’d want to pick up another day? If yes, agree on a callback time. A callback becomes a meeting only when the buyer agrees to a separate discussion with a purpose.
“I’m not the person for that.”
No problem. Who usually makes the call when a part is holding up an order? Ask whether you may mention the referral before using their name.
Make it yours
A fill-in template, short opener and voicemail
Fill-in appointment setter script
Swap in your own buyer, offer and meeting purpose.
Hi [Name], [Rep] with [Company]. We help [type of business] with [specific task]. Do you look after that?
Curious to ask, how do you handle [situation] today?
[Listen.] And when [gap they mentioned] happens, what does that mean for your team?
Got it. We can help with [their issue]. Would you be open to [short meeting] to [specific purpose]?
[If they hesitate.] What would make that conversation useful for you?
[Ask again only if their answer gives you a reason.] Would [narrower next step] be worth ten minutes?
[If yes.] Does [time] or [time] work better? What’s the best email for the invite? Confirm the day, time, time zone and agenda.
Short opener
For a buyer who answers between tasks.
Hi [Name], [Rep] with [Supplier]. Quick question. Who handles it when your branch needs a part the regular supplier can’t get?
Voicemail
Name the job you can help with and leave one clear way back.
Hi [Name], [Rep] with [Supplier] at [number]. I’m calling about the parts your branch has trouble sourcing. If that lands with you, you can reach me at [number].
What should an appointment setter say at the beginning of a cold call?
Give your name, the company and one plain reason for calling. Ask whether the person handles that work. Once they confirm, ask how they deal with the situation today.
When should I ask for the meeting?
Ask after the buyer has described something they would like to solve or compare. Name that issue and what the meeting would accomplish. An interested tone alone gives a salesperson very little to work with.
How do I ask again after “send me an email”?
Ask what information would help. If the buyer names a genuine issue that is easier to discuss, offer one short conversation about it. If they still want email, honour that choice.
What makes a booked sales meeting qualified?
For this call, the right person has a real purchasing issue, accepts a specific agenda and agrees to a date and time. Record the words they used and tell the receiving specialist what is still unknown. Track attendance separately.
What should go in the calendar invitation?
Use the buyer’s words for the agenda, name the people expected to attend and confirm the day, time and time zone. In the parts example, name the item to review so the specialist knows what to bring.
Editorial and source notes
How CallTeam put this script together
CallTeam adapted this original teaching example from the way its callers qualify a problem and ask for a meeting. The distributor, conversation and CRM note are illustrative.
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