FIRST APPOINTMENTS: WHAT’S ACTUALLY WORKING
6 field-tested moves seasoned producers use to turn first contact into a booked meeting
We asked NAFIC members one simple question: “What’s working right now for booking first appointments?”
The answer wasn’t clever scripts or trendy tactics—it was execution. The producers consistently filling their calendars are disciplined about contact, deliberate about control, and intentional about engagement.
Lead as a Member Advocate with Exclusive Access
Position yourself as a service-oriented advocate—not a salesperson. This immediately reframes the call as helping members access benefits they’ve already earned.
“My job is to provide relevant information about, and access to, the products that are only available to members.” — Joseph Villaça
Field Note: Keep it simple. You are not selling over the phone—the only goal is to get the appointment. The moment you over-explain, you stop informing and start persuading.
Control the Calendar with the "Assume-the-Meeting" Close
Seasoned pros never ask, “Would you like to meet?” They ask, “Are days or nights better for you?” By offering two specific options, you shift the decision from Yes/No to This/That.
“When can we get together? Would Tuesday at 10am work or would Wednesday at the same time be better?” — Glenn S. Newlin
“Would Tuesday or Thursday of next week at 5:00PM work for you and your wife?” — John Ruffo
Field Note: Don’t defend the meeting or explain its value. If they hesitate, restate the reason for the review (records, benefits, or updates) and immediately re-offer two new time options. Your only objective on this call is to secure a date and time—once they choose, lock it in by repeating the appointment details out loud.
The Icebreaker Appointment Maker
The easiest appointments to book are with people who already recognize you. Physical visibility turns a "cold dial" into a "warm follow-up."
“Pass out [flyers] at Council meetings, breakfasts, fish fries after Church etc.” — Ted Morgan
Ted Morgan has success using information cards to bridge this gap. Use the card as an icebreaker to exchange contact details on the spot. When you reach out, you aren't a stranger—you're the person they just met who promised to follow up.
Beat the “Ghosting” Problem — Persistence & Proof
The biggest obstacle today isn’t rejection—it’s silence. Cut through the noise by proving your legitimacy and being intentional with your cadence.
“Hardly anyone is answering the phone anymore. I dial the prospect 3 times in a row if they don't answer. Ofttimes curiosity will get the best of them and they will answer. ” — Bob McIver
“I only call people who I have a lead card from. If I can't get them to answer the phone I will take a picture of the lead card and text it to them with a brief explanation of why I am trying to contact them. ” — Bob McIver
Field Note: Branded Caller ID is critical. Visual context, like a photo of their lead card, instantly proves you are a legitimate professional.
The Fulfilled Obligation Call
Center the outreach on the member. This works best when the reason feels responsible, relevant, and time-bound.
“Hello ________, this is John Ruffo, I’m your agent... and I’m calling to update our records and to make sure your insurance information is efficient and correct.” — John Ruffo
“I’m in the process of setting up member benefit reviews and calling your help in setting up yours.” — DCN Stephen Melancon
Field Notes: For new agents, John Ruffo suggests the “New Card” strategy: tell members you need to meet all clients simply to introduce yourself as their new representative.
The Professional Courtesy (Break-Up) Text
Best used after three or more unanswered attempts. Ironically, this often produces the highest response rate by resetting the relationship.
“Hi [Name], I haven’t heard back, so I’ll assume now isn’t a good time and will take you off my follow-up list for now. If things change, feel free to reach out.”
With thanks to all who contributed, especially:
DCN Stephen Melancon, Glenn S. Newlin, Ted Morgan, Joseph Villaça, John Ruffo, and Bob McIver.
|