Appointment Setting for Acquisitions

What a good appointment looks like

A booked call is not the goal. A call that happens, with the right people, who know what to expect, is the goal. Check every booking against these five points.

Check	Why it matters
HOMEKEY complete	Acquisitions can prepare a real offer
Every person on title, and every real decision maker, will attend	No "I need to ask my wife" at the end
Date, time and time zone confirmed out loud	No missed calls from time zone mistakes
Seller knows what the call is and how long it takes	No surprise, no rushed seller
Reminder consent captured (text or email)	Show rates rise sharply with reminders

Before you dial

• HOMEKEY notes complete in the CRM. If a letter is missing, collect it on this call.
• Acquisitions calendar open with real open slots. Never offer a time you have not checked.
• Seller's time zone confirmed from the property address and the phone area code.
• Calling window and attempt cap checked.
• Reminder templates ready (see the Voicemail and Text Pack).

The flow

1. Transition to booking

At the end of discovery:

You: Thank you for all of that. I have what our team needs.

If this is its own call:

You: Hi (SELLER FIRST NAME), it's (YOUR NAME) with (COMPANY NAME). This call is recorded for quality. I'm calling to set up your offer call, like we talked about. Do you have two minutes?

Why it works: A short, clear purpose makes this an easy call to say yes to.

If they say "Can't you just tell me the offer now?"

You: I understand. (ACQUISITIONS NAME) is the person who prepares and explains the offer. They look at recent sales near you first, so the number is real. The soonest is (EARLIEST SLOT). Would that work?

If they say "I've changed my mind"

You: Thanks for telling me. Can I ask what changed?

Listen. If something new came up, note it. If they are no longer interested, thank them and code NI, or DNC if they ask not to be contacted.

If they say "I got another offer already"

You: Good for you, that's useful to have. Would it help to see ours too, so you can compare what you'd actually get at closing?

Never criticize the other buyer.

2. Explain what the offer call is

You: Here's how the offer call works. It's with (ACQUISITIONS NAME), our (ACQUISITIONS TITLE). It takes about 30 minutes.

You: They'll go over what you told me, explain how they looked at the value, and give you a real offer. Then you can ask anything you want.

You: There's no obligation. If it works for you, they'll explain the next steps. If not, that's okay too.

Why it works: Fear of the unknown causes no-shows. When people know exactly what will happen, they show up.

If they say "Is this going to be a sales pitch?"

You: No. It's an offer and an explanation. You'll see the numbers. You decide.

If they say "Can it be by video?"

You: I'll check if (ACQUISITIONS NAME) can do video. Phone is the usual way. Which do you prefer?

Note the preference.

If they ask "Will you come see the house?"

You: Our team may want to see it in person, or get photos, before closing. (ACQUISITIONS NAME) will talk about that on the call.

Follow your client's process. Some clients visit before the offer.

3. Confirm the decision makers

You: Who should be on the call? I have you and (DECISION MAKER NAME). Is anyone else on title, or anyone who'll help you decide?

You: It's really best if everyone is on together, so nobody has to repeat anything, and everyone hears the same thing. Can (DECISION MAKER NAME) join?

Why it works: When every decision maker hears the offer first hand, the decision can happen on the call. When one person repeats it to another, details get lost and doubts grow.

If they say "He'll be fine with whatever I decide"

You: That's great that you're on the same page. Since he's on the title, he'll need to sign too, so it's best he hears it directly. Can we pick a time that works for both of you?

If the person is not on title and the seller truly decides alone, note it and continue.

If they say "My sister lives in another state"

You: No problem. (ACQUISITIONS NAME) can add her to the call by phone. What's the best number for her? Does she agree it's okay for us to call her?

Get permission before calling a third party.

If they say "My son handles my affairs"

You: Thank you. Is he on the title, or does he have power of attorney? Either way, would you like him on the call with you?

Note the role exactly. Only owners, or people with legal authority, can sign.

4. Pick the time

You: Does (DAY OPTION 1) or (DAY OPTION 2) work better for both of you?

You: Morning or afternoon?

You: Okay. I have (DAY), (DATE), at (TIME) (SELLER TIME ZONE) time. That's (TIME) in (OTHER ATTENDEE TIME ZONE) for (DECISION MAKER NAME). Is that right?

Why it works: Two options are easier than "when are you free?" Saying the time zone out loud prevents the most common no-show cause.

If they say "Any time is fine"

You: Great. Let's pick one so it's locked in. How about (DAY OPTION 1) at (TIME)?

If they say "Next week, sometime"

You: Sure. The sooner we talk, the fresher the numbers. Is there anything earlier, like (EARLIER OPTION)? If not, let's pick a day next week now.

Never let it stay open-ended. Book a specific time or a specific follow-up date.

If their schedules are very different

Offer evening or Saturday slots if the acquisitions team has them. Check the state's calling hours first. Never book outside the window allowed for the seller's state.

5. Prepare them for the call

You: A few things that will help on the call. If you have a recent mortgage statement nearby, keep it handy, so the numbers are accurate.

You: Think about the date you'd ideally like to be done, and anything you'd want to leave or take from the house.

You: And write down any questions. No question is too small.

Why it works: A prepared seller makes the offer call faster and clearer. The mortgage statement prevents payoff surprises.

If they say "I don't know where my mortgage statement is"

You: That's okay. A rough number is fine for now. The title company will get the exact payoff later.

If they ask what documents are needed to sell

You: For now, nothing. If you move forward, the title company will tell you exactly what they need, usually an ID and the loan details.

If they ask "Will I need a lawyer?"

You: You're always welcome to have a lawyer review anything before you sign. Many sellers don't, but it's completely your choice.

6. Lock in reminders

You: (ACQUISITIONS NAME) will call you from (OFFICE NUMBER). Please save it so you know it's us.

You: Is it okay if we text you a reminder the day before and an hour before? You can reply STOP anytime.

You: If something comes up and you need to move it, just text or call that number. We'd rather move it than miss you.

Why it works: Saved numbers get answered. Permission to reschedule makes a seller who is running late reschedule instead of hiding.

If they don't want texts

You: No problem. Would an email reminder be okay instead?

If no to both, note "no reminders" and plan a quick confirmation call the day before, inside the calling window.

7. Close

You: You're all set, (SELLER FIRST NAME). (DAY) at (TIME) (TIME ZONE), with (ACQUISITIONS NAME), about 30 minutes, with you and (DECISION MAKER NAME). Thank you, and talk soon.

Reminders and confirmations

When	What	How
Right after booking	Calendar invite to acquisitions with the HOMEKEY summary attached	Calendar and CRM
Right after booking	Booking confirmation text (if consented)	Texting platform
Day before	Reminder text, or a short confirmation call	Texting platform or dialer
1 hour before	Reminder text (if consented)	Texting platform
10 minutes after a no-show	One text and one call to reschedule	Texting platform and dialer

Use the templates in the Voicemail and Text Pack. Never text a number without consent, and always inside the calling window.

If the seller no-shows

You: Hi (SELLER FIRST NAME), it's (YOUR NAME) with (COMPANY NAME). This call is recorded for quality. We had a call set for (TIME) and I wanted to make sure everything is okay. Would a different time work better?

Rebook once or twice. After two no-shows, move the lead to follow-up and note it.

If the seller cancels

You: Thanks for letting us know. Is it the time, or has something changed?

If it is the time, rebook. If something changed, run the relevant HOMEKEY questions again.

Objections

For full handling, see the Objection Handbook in the Script Library.

If you hear	Short answer
"I'm busy all week."	"Understood. It's 30 minutes. Is early morning or evening easier?"
"Just email me the offer."	"We'll send it in writing too. The call is so you can ask questions and see how it's built."
"My husband can't make it."	"No problem. Let's find a time when he can. It saves you both time."

After the call

Next step: Send the calendar invite to the acquisitions team with the HOMEKEY summary, move the CRM stage to Hot or Appointment Set, and schedule the reminders.

Check yourself

1. What are the five checks of a good appointment?
2. Why do you say the time zone out loud?
3. A seller's husband is on title but "will be fine with anything." What do you say?
4. What do you do 10 minutes after a no-show?

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