3 Appointment Setter Job Description Templates (2024)

By: Jack Reamer |
 June 14, 2023 |

We have scoured through Indeed, Linkedin, and Upwork and have found the most active job posts for companies hiring appointment setters and have put together the best 3 templates you can use to find your next appointment setter.

Hiring a good appointment setter can be the difference between finding excellent qualified leads, that buy your product or service, or hardly any leads. 

It takes a special kind of person to set sales appointments

Not everyone can handle rejection over and over again.

Appointment setters need to be disciplined, confident, thick-skinned, have a positive attitude and love talking to people. 

As a business owner or head of sales, you want to be sure to hire the right people so that the churn at your company isn’t ridiculous.

I’ve heard of some agencies that put tons of effort into training new sales reps, only to have them leave because they realized that they weren’t cut out for being a salesperson.

So hopefully these templates and tips will help you find the best performance-driven people for the job, which in turn will lead to a whole lot of potential clients and more money. 

First… Here are some basics to consider

Appointment setter job description

Appointment setters schedule appointments for sales teams and identify potential customers for the company. They will ensure that important meetings are booked for sales teams

They should be comfortable reaching out to these prospects via cold calling, cold email or through social media outreach, depending on your company’s lead generation strategy. 

They should also be able to handle any objections that prospective clients might have; so a deep understanding of the companies’ products and services is imperative for success. 

Appointment setter duties

  • Ensure that each new prospect has a great experience with the company, 
  • Understand the company’s products/services inside out to handle any objects
  • Prioritize which appointments take priority over others to maximize revenue
  • Make phone calls and convert at least (x%) of calls into booked appointments.
  • Be organized and handle data entry, and reports
  • Use Microsoft Office and have experience with certain CRM tools
  • Be friendly and helpful towards potential clients
  • Explain in detail how products and services work when making appointments
  • Make follow-up calls

Appointment setter skills and qualities

Many companies have made use of the Meyer-Briggs 16 personality test before they choose to hire an employee.

This personality test can give you insight into whether someone would make a great appointment setter depending on their qualities. 

For example, according to the Meyer Briggs test an ENTJ (The commander) would make a great sales rep or appointment setter because of their driven personalities. 

ENTJs are decisive people who love a fast-paced environment and accomplishments. “They gather information to construct their creative visions but rarely hesitate for long before acting on them.” 

You will notice that they are smart, driven, excellent communicators and leaders. 

Here are some personality traits to look out for when hiring an appointment setter:

  • Self-motivated and dedicated
  • Be able to overcome and handle rejections or questions from clients
  • Have a positive attitude
  • Excellent communication skills and people skills
  • Friendly and polite even when prospective customers are rude.
  • Good at listening to customers – Remember a good appointment setter will listen 80% of the time and speak 20% of the time. 
  • An extrovert who has a knack for excellent customer service
  • Organized and analytical
  • Be able to take criticism in order to improve their skills
  • Have great time management skills

Some things to remember

Feel free to use the above descriptions to change and adapt the basic templates below. 

Remember your company has very specific needs. 

Perhaps you’re looking for an appointment setter to only do cold emails or someone who should visit clients in person. 

Be specific about what you’re looking for and mention it in the job description.

These pointers are here to give you a basic idea of what to say, but it’s important to adapt the templates to suit your company’s needs. 

You should also consider if you would like to hire an appointment setter who works full-time or part-time

Will they be able to work remotely? Or would you like them to come into the office? 

You should also consider whether or not you would like to mention the salary in the job description, or whether the payment will be commission based with a basic salary. 

Some companies even like to first mention why it’s great to work for their company, and then go into the job description. This ensures that it captures potential candidates’ attention. 

So be creative.

There are no hard and fast rules for writing out job descriptions.

Template 1:  Basic Appointment Setter Job Description

The Job Overview

Our appointment-setting specialists are responsible for setting appointments for our sales team.

Appointment setters will be responsible for identifying potential clients, reaching them on the phone, and scheduling an appointment for a sales representative for a follow-up visit, either in person or via telephone. If you enjoy talking to people and are interested in sales, this is the ideal position for you.

Responsibilities

Below are some of the responsibilities an appointment setter is expected to assume:  

  • Ensure each prospective client and potential customer has a positive experience with our company
  • Take the initiative to learn about the company and grow within the role
  • Prioritize which appointments take priority over others to maximize revenue
  • Field incoming phone calls and convert 50% or more to appointments
  • Develop and distribute reports of each day’s appointments
  • Use Microsoft Office suite to manage various aspects of the job
  • Demonstrate a pleasant disposition with each prospect
  • Properly explain the products and services to prospective customers when making appointments
  • Complete required call sheets at the end of each day

Job Qualifications and Skill Sets

Below are the qualifications and skills that are expected of an appointment setter:

  • Minimum high school diploma, some colleges preferred
  • Exhibit excellent communication skills
  • Must be able to work independently using Microsoft Office Suite
  • Ability to multitask 
  • Ability to work at least 8 hours each day, 5 days per week (Full time)
  • A positive attitude  
  • A pleasant speaking voice when engaging with prospects and customers
  • Experience and willingness, to work in a team environment
  • Excellent organization skills

Salary (voluntary section)

Hours 

8-9 Monday – Friday

What’s in it for you

(Perks of an employee working for your company.)

Template 2: Appointment setter, High profile P.A to CEO

About the job

TRUE EXECUTIVE Appointment Setter / Personal Assistant NEEDED!!!

Supporting CEO and 2 other Execs.

Responsibilities

  • Manages and schedules appointments.
  • Maintains and publishes a corporate monthly calendar.
  • Screens incoming calls, handles correspondence and ensures the CEO and key stakeholders are kept informed.
  • Organizes programs, events, meetings, or conferences 
  • Designs general correspondences, memos, charts, tables, graphs, and PowerPoints.
  • Prepares agendas, notices, takes meeting minutes and handles follow-up correspondence to ensure alignment.
  • Schedules company-wide use of conference rooms.
  • Takes and transcribes dictation and composes and prepares confidential correspondence, reports, and other complex documents.
  • Handles confidential and non-routine information.
  •  Creates and maintains databases and spreadsheet files.
  •  Maintains confidentiality of all corporate, personnel, and research matters.
  • Works independently and within a team on special and nonrecurring and ongoing projects.
  • Performs other duties as assigned.

Salary

90K per year (maybe 95K)

Location:

Washington, DC

5 days onsite

8:30-5:3O

Template 3: Remote work appointment setter job description

Remote Appointment Setter/Work from home position.

(Company name), a national direct in-home sales company and one of the United States’ largest distributors of (product or service) is looking for Remote Home Agents for its Appointment Setting Division. 

We are looking for pleasant, persistent, and professional individuals. 

This is a perfect opportunity for you if you are:

  • Friendly but persistent and determined
  • Results-oriented and goal driven
  • Able to relate to all Age groups
  • Responsible and accountable for personal results
  • Able to work successfully without requiring close supervision 

Job Requirements

  • Have good verbal communication skills
  • Have a Strong Work Ethic Previous call centre and work-at-home experience is preferred but not required Home Office Requirements
  • Secure, quiet, distraction-free work environment
  • A personal computer or laptop with a webcam and Windows Operating System
  • Personal Home High-Speed Internet Service with Modem
  • Internet connection needs to able to be hard-wired to the Modem

Hours:

Our call centre hours are 8 AM to 10 PM EST 

We offer flexible shifts throughout the day and shifts are available Monday through Saturday

BASE PAY IS

$15 per hour – There is potential to make up to $18 per hour with bonuses/ commission. 

Interview tips

At Salesbread we recommend doing trial projects with people you are considering for this position. 

We suggest hiring at least 2 appointment setters because one of them is going to definitely outshine the other. 

Come up with a trial job that you can give to 4 of your top candidates. Pay them upfront so that it’s very clear that even if it doesn’t work out they still get paid for their time.

Trial job example

An appointment setter role is really about hustle. 

And it’s hard to determine who has the drive based on just an interview. This is why trial jobs are a great way to determine who is an excellent fit for the job.

Tell the candidates that you are going to give them 10 leads and that you will pay them (x) per hour. 

Give each candidate 10 equally valuable leads, so that the trial is fair. They should be able to then follow up with these leads. 

Just watch…. 

After 7 days, one of the candidates is going to outshine the others. 

One of them will be able to book 3 times the amount of appointments, compared to all the others combined, and that’s the person that you should hire. 

Reward them with a great contract, good pay and good terms.

Questions to ask in an interview

We suggest showing the candidate a prospect on Linkedin and then asking them: 

“Which 5 different channels would you use to get in front of this individual?”

You’re looking to make sure that they don’t just reach out on Linkedin and email, then give up. 

A good appointment setter is going to be scrappy. 

So the answer you are looking for here is:

  • A Linkedin message
  • Finding their email address and reaching out via email
  • If the prospect is active on Twitter you could reach out to them with a Tweet
  • You could even try reaching out to them via Facebook and Instagram
  • They could even call or sms the prospect by using data sets that provide phone numbers.

And if an appointment setter is super resourceful, they will go on the company’s website, fill out a contact form or interact with a live chat agent; and see if a gatekeeper could pass on some info.

It’s not guaranteed but you’re looking to find someone who won’t stop at their first rejection or brick wall.

A final note…

You may want to hire someone with a family. 

It’s important to be careful of how you ask this question because it can be offensive.  

But something that we keep hearing from sales coaches is that if someone has children to support (meaning that they aren’t just taking care of themselves), they will be more likely to commit and succeed in their work.

But there’s also another option to consider besides hiring an appointment setter

Many clients that we have worked for, especially startups, fintech, and healthcare, considered hiring appointment setters in the past, but have instead chosen to hire our lead generation agency instead. 

Why?

Because frankly, it was just a lot easier. 

They just walked into a team that was already executing a lead-generation strategy really strongly. 

Another reason is that it’s more affordable to hire an agency like Salesbread compared to a full-time appointment setter.  

This article explains why: B2B Lead Generation Outsourcing vs. Building a Sales Team – Which is Best For Your Business?

If you’re curious about our work here are some case studies to consider:

95% of our clients receive their first lead within 48 hours after launching the outreach campaign. 

This is what one of our clients had to say:

At Salesbread we work hard to find the perfect strategy that gets results for our clients. If you’re interested in booking a free 15-minute strategy call, please do so below. Or pop us an email if you have a question. 

We would be happy to help your company generate 1 qualified sales lead per day.

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