Warm Calling Script Template: Book More Sales Meetings With These 6 Steps
Ben Darling
Cold calling can feel demoralizing. People these days rarely pick up the phone from an unrecognized number, or even worse, hang up as soon as they hear a sales pitch. That’s where warm calling comes into play: you can reach out to people who already have some awareness of your company to boost your chances of a conversion by 420%.
This warm calling script template helps your reps build on that existing connection with your prospects — leading to a higher response rate and stronger sales conversions. You should structure your warm call as follows:
- Introduce yourself
- Identify how you got their contact information
- Establish your value proposition
- Determine their pain points
- Offer relevant solutions
- Suggest low-pressure next steps
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What is warm calling?
Warm calling is when a BDR reaches out to a lead who has already shown some interest or knowledge of your solutions. While cold calling starts that relationship from the ground up, warm calling allows you to draw on that existing connection to better personalize your calls.
A few examples of warm leads include:
- Someone who has filled out a download form to access your ebook
- Someone who has engaged with your company on social media
- Someone who has previously attended your webinar
- Someone who has interacted with your trade show booth
EBQ Tip: Cold calling and warm calling are often assigned to separate teams, but this often leads to higher attrition rates due to burnout and the demoralizing nature of cold calling.
Instead, consider creating an all-bound BDR (also known as a sales development representative) strategy. We find that assigning both cold calling and warm calling to a singular team allows for better alignment, higher morale, and higher conversions.
Your warm calling script
Remember: Even the most successful BDR call should last less than five minutes. We find that showing respect for your prospects’ limited time by keeping your calls succinct is the best way to keep them engaged.
So before you pick up your phone, make sure to adequately prep for the call by answering the following questions:
- What previous interactions has your prospect had with your company?
- Which solution is your prospect interested in?
- What is your prospect’s name, job title, and company?
- What is their company’s industry?
- Can you leverage existing sales collaterals that address their potential pain point?
Once you know all the answers, it’s time to pick up the phone.
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1. Introduce yourself
Start with a friendly but polite introduction of who you are. Be sure to mention your name, role, and company so the prospect immediately understands who they’re interacting with.
For example:
“Hi [Prospect’s Name]! I’m [Your Name] from [Company]. How are you doing today?”
2. Identify how you got their contact information
Next, state how you got their phone number. This is where tracking their previous interactions with your brand comes in handy. We find that the more context you can give your prospect, the better.
For example:
“I noticed you downloaded our [ebook name].”
“I saw that you attended our last week’s webinar, [name of webinar].”
“I was referred to you by [mutual connection].”
3. Establish your value proposition
Then, offer a short, benefit-driven statement that could potentially relate to their business goals. This should be a single, succinct sentence that drives focus on how you can solve their challenges.
For example:
“The reason why I’m calling is that we help companies like yours [benefit] to achieve [result]”
“We help [their industry/ job title] eliminate [business challenge] by [benefit].”
4. Determine their pain points
Now’s the time to ask 1-3 discovery questions to help your team understand what their biggest pain points are right now. Keep track of their responses in a shareable client notes database — such as a CRM.
A few questions you can consider asking are:
“How are you currently handling [pain point]?”
“What’s been the most challenging part of [process] for your team this year?”
“Are you happy with [solution]?”
5. Offer relevant solutions
To show that you were actively listening to their pain points, connect what you learned from their answers to how your product/service can address their problems. Once again, keep this short and tailored to their answers.
For example:
“That’s exactly where we come in! Our [solution] helps your organization [benefit].”
6. Suggest low-pressure next steps
Finally, close your call with a simple, commitment-free action. We find that offering another 15-minute short call with an account executive is the best call to action for both cold and warm calls.
For example:
“Great! Should we schedule a quick 15-minute call so we can share how other companies in [industry] have solved [pain point]?”
EBQ Tip: While both cold calling and warm calling structures are similar, we recommend leveraging a cold-calling-focused script to better your chances at conversion.
Example of a warm call
Hi [Prospect Name]!
I’m Ben Darling from EBQ. How are you doing today?
[Wait for response]
I saw that you filled out a contact form asking for a callback, and I noticed you’re interested in our appointment setting services. We actually help businesses like yours expand their cold outreach programs by leveraging our proven sales processes to maximize conversions.
What’s been the most challenging part of lead generation for your team this year?
[Wait for response]
And how are you currently addressing your lead generation roadblocks?
[Wait for response]
Appreciate the insight! Our BDRs help your organization maximize follow-up attempts by performing 150 touches a day — both by phone and by email. Should we schedule a quick 15-minute call so we can share how we help other companies in your industry bolster their sales pipeline with qualified leads?
Create your winning warm call script with ease.
Warm calling is more than just a follow-up call; it transforms brand familiarity into sales conversions. With the right script, your BDRs can approach every call with confidence, provide value, and set the stage for a meaningful business relationship.
EBQ makes that possible. Our appointment setting specialists perform both cold calling and warm calling to expand your sales pipeline. Explore EBQ’s appointment setting services to see how we can help fill your pipeline with qualified, sales-ready meetings.
About the Author:
Ben is a Business Consultant at EBQ with over 13 years of experience in Demand Generation. He has played an active role in hundreds of projects consulting companies across different industries, maturities, and tech stacks to increase brand visibility.