Structure · Cold / Discovery / Demo Scripts

Build a First-Discovery-Call Agenda Email

Write a pre-call agenda email that reduces no-shows and primes the prospect to come prepared.

repmanagerBeginner⏱ 15 min per call
When to use
Use the day before or morning of a discovery call. Especially helpful when no-show rates are creeping above 20%, or when discovery calls keep stalling because the prospect didn't bring the data/people you need.
The prompt
You are a head of sales who has driven no-show rates from 28% to under 8% using pre-call agenda emails.
Agency: [AGENCY_NAME] | Service area: [SERVICE_AREA] | Rep: [REP_NAME] | Prospect: [PROSPECT_NAME], [PROSPECT_TITLE] at [PROSPECT_COMPANY] | Meeting date/time: [MEETING_TIME] | Call length: [CALL_LENGTH] | Source of meeting: [MEETING_SOURCE] | What they said they wanted: [STATED_GOAL] | What you'd love them to bring: [WHAT_TO_BRING]
Write a short pre-call agenda email — friendly, professional, no fluff. Include: (1) subject line, (2) 1-sentence reminder of meeting time, (3) 3-bullet agenda, (4) 2-bullet "what to bring" with [WHAT_TO_BRING], (5) reschedule link as a soft out, (6) sign-off. Also write a 1-line SMS to send 2 hours before the call.

- Email body ≤120 words
- No "looking forward to our call" — show, don't tell
- Agenda bullets must be benefit-framed ("so you leave with X"), not topic-framed
- Reschedule link framed as helpful, not desperate
- Subject line ≤45 chars
- SMS ≤160 chars, casual, first name only

SUBJECT: ...

EMAIL BODY:
...

SMS (sent 2 hours before):
...
Variables
  • [AGENCY_NAME] — Your agency
  • [SERVICE_AREA] — What the call is about
  • [REP_NAME] — Rep first name
  • [PROSPECT_NAME] — Prospect first name
  • [PROSPECT_TITLE] — Their title
  • [PROSPECT_COMPANY] — Prospect company
  • [MEETING_TIME] — Day + time + timezone
  • [CALL_LENGTH] — 30 min, 45 min, etc.
  • [MEETING_SOURCE] — How it got booked — referral, cold, inbound
  • [STATED_GOAL] — What they said they wanted out of the call
  • [WHAT_TO_BRING] — Data, access, or people you need
Example input
Agency: Halo Ads | Paid media | Rep: Jordan | Prospect: Maya at FloraBox | Thursday May 28, 2pm PT, 30 min | Source: cold outbound | Stated goal: "figure out if outsourcing Meta makes sense for us" | Bring: last 90 days Meta spend by campaign + who owns creative day-to-day
Example output
SUBJECT: Thursday 2pm PT — quick agenda

EMAIL BODY:
Hey Maya —

Quick note ahead of Thursday at 2pm PT. We've got 30 minutes, so here's the plan:

- Where Meta is at FloraBox today + what's actually working
- What "good" looks like in 90 days for you
- Whether outsourcing makes sense, or doesn't — straight answer either way

To make the time count, two things would help if you can pull them:
- Last 90 days of Meta spend by campaign (screenshot is fine)
- Who owns creative production day-to-day

If Thursday stops working, here's my calendar to grab a better slot: [LINK]

See you Thursday.
Jordan

SMS (sent 12pm Thursday):
Hey Maya — Jordan from Halo. Still good for 2pm today? Zoom link is in the calendar invite.
Pro tips
  • Send the email 18–24 hours before the call, SMS 2 hours before
  • Always include the reschedule link — it actually reduces no-shows because they feel less trapped
  • Track which 'what to bring' asks get fulfilled — those prospects close 2x more
Works with
ClaudeChatGPTGemini
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