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.
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
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