How to Confirm Real Estate Recruiting Appointments

You have an upcoming recruiting appointment with a real estate agent. Maybe you booked it yourself or maybe someone else booked it for you. Either way, you don’t want that potential recruit to no-show you or cancel. The key to preventing those things from happening is confirming the appointment.

We’ve made hundreds of thousands of recruiting cold calls over the years and one thing we’ve consistently found is agents don’t always add recruiting appointments to their calendars when they agree to them.

So, just because you have the booked appointment on your calendar, don’t assume the agent does as well. And, don’t rely on automated confirmations going out from your CRM or a service like Calendly. Those can go to spam or appear like junk email and get deleted.

Here is the process we recommend for confirming a recruiting appointment regardless of whether you book it or someone else does.

Step #1:

Send a personal email the day the recruiting appointment is booked with the date and time of the meeting. Ask the potential recruit to respond to confirm or send a separate calendar invite.

Even though the appointment was booked that same day, you still want the agent to either respond to your email or accept the invite. That way you know they have it on their calendar and didn’t change their mind about meeting.

Step #2:

If the potential recruit hasn’t confirmed by the following day, send a text with essentially the same message you sent in the email.

Step #3:

If you still haven’t heard back two days after the recruiting appointment was set, send the potential recruit an email letting them know you just want to make sure you're still on for the appointment and if they need to reschedule or cancel to let you know. You can also leave that message as a voicemail as well.

Step #4

Continue to reach out to the potential recruit using a mix of email, text, and VM every couple days until the day before the appointment.

Pro tip: The no-show rate on recruiting appointments booked more than a week out is high. You ideally want to book the appointment no more than three days out.

Step #5 (optional)

If the potential recruit still hasn’t confirmed the recruiting appointment the day before it’s supposed to happen, we recommend sending what’s called a breakup message. Here’s an example of that message:

“Hi (Agent name), I haven’t heard back from you about our appointment tomorrow at (time). So, I’m assuming you’ve changed your mind or something came up. If my assumption is incorrect, please let me know and I’ll keep you on the calendar. Otherwise, thanks for your interest and I’ll reach out again in the future to see if the timing is better.”

We recommend sending that message by email and text, but you can leave it as a voicemail as well.

The reason we say this step is optional is because some people aren’t comfortable sending a breakup message. But, if you don’t send it you could end up sitting around waiting for a potential recruit who has no plans on showing up to the appointment.