The Positive Reply Playbook
Let's turn those interested prospects into booked meetings.
About This Playbook
Hey there! We interviewed our top clients who book 50–80% of all positive replies into actual meetings. That means if we get them 100 positive replies, our client runs 50 to 80 meetings. This is something completely free that we put together just for you - a compilation of what's actually working in the field right now.
This playbook combines battle-tested strategies from the highest performers in our network. Everything here has been proven to work, but remember: adapt it to your specific situation and market. What works for one company booking 80% might need tweaking for yours.
Let's turn those interested prospects into booked meetings.
Foundation: The Pre-Work System
Availability Requirements
- ✓Open calendar 7 days per week with wide hours
- ✓15-minute time slots for easy booking
- ✓Self-scheduling link (Cal.com recommended)
- ✓Make it "stupid easy to book" (remove ALL friction)
Speed Standards
- ✓First response under 5 minutes (aim for 60 seconds)
- ✓Book meetings same day, next day, or day after maximum
Personalization Approach
- ✓Start outreach on multiple channels simultaneously
- ✓Continue conversation where they reply
- ✓Route best-fit leads to best closers
- ✓Track which channel gets responses
Volume Requirements
- Day 1: 1x email reply + 3x double-dial attempts + 3x texts + 1x LinkedIn message
- Day 2–3: 1x email + 2x calls + 2x texts + 1x LinkedIn daily
- Day 4–7: 1x daily touch for 4 more days (alternate channels)
- Send meeting reminders at: 24 hours, 12 hours, 3 hours before
- BAMFAM (Book a Meeting From a Meeting) → always book next step
Show-Rate System Components
- ✓Instant confirmation page after booking
- ✓Immediate email confirmation
- ✓Calendar invite sent automatically
- ✓24-hour reminder (automated)
- ✓12-hour reminder (automated)
- ✓3-hour reminder (automated)
- ✓Manual "blue-message" night before
- ✓Manual message morning of meeting
- ✓Manual message 60 minutes prior
Lead Nurture Reality
- People will say they want to meet but not book
- They'll book but not show
- They'll show but not buy
- All opted into your ecosystem → maintain internal marketing drip sequence
Lead Ownership & SLA Best Practices
- ✓First responder owns lead until booked or disqualified
- ✓Never say "we'll get back to you"
- ✓SLA: Reply in ≤5 minutes, calls/texts allowed
- ✓If not staffed for quick replies: use autoresponder + instant calendar link
- ✓For best-fit leads: 3-way intro to closer with edification + booking link
Suggested Metrics You Should Track
- Positives received → First response time
- First response → Booked rate
- Booked → Pull-forward success %
- Scheduled → Show rate
- Shows → Qualified rate
- Track all metrics by individual rep
- Rank and coach weekly based on performance
Step 1: The Reply System
Scenario A: Positive Reply (They Said Yes)
Email Response Template 1:
Hey [Name], happy to help with [their stated interest].
2 fastest options:
Today: 2:15, 2:45, 3:15 PT
Tomorrow: 9:15, 9:45, 10:15 PT
Or grab any time here: [Link].
If it's easier, I can call you now. What's best?
Email Response Template 2:
[Answer their question/send what you promised]
We just helped ABC accomplish XYZ, made me think of you.
Here's a quick [insert lead magnet] that you'll get a lot of value out of.
Would any of these times work for you for a 15-minute chat? (PT)
Thu, May 16
• 12:00–1:00
• 2:00–3:00
Fri, May 17
• 9:15–10:00
• 11:00–12:00
Or you can use this link to schedule a call with me if that is more convenient for you: [scheduling link]
When They Reply But Don't Pick a Time
Got it. Of these, what's least bad for you? [2:15 / 2:45 / 3:15]
Scenario B: The “Send Info” Reply
Email Response Template 1:
Sending our 1-pager now.
So I don't waste your time, which outcome matters most:
A) [X]
B) [Y]
C) [Z]?
If A, I can show exactly how we do it in 10–15 min.
Today: [2:15/2:45] or use [Link].
Email Response Template 2 (Detailed Approach)
Hi John,
Sure thing. I could send you tons of information, case studies, or even a potato with your face on it, but in my experience, this stuff usually ends up in the recycle bin because it requires too much work to get the answers you're looking for.
Just so I don't do you a disservice and waste your time, would it make sense to have a brief 15 minute conversation for us to quickly get an idea if there's even a fit?
If you think we can potentially help, I'm happy to send whatever info you need, including my recipe to the best green smoothie you've ever had.
Is that something you'd be open to?
Fingers crossed,
[Your name]
Pro Tip for No Reply
Fair to say this is a "later" thing? If yes, I'll follow up next month.
Step 2: The Call System
Phone System & Scripts
Finding Phone Numbers
- TruePeopleSearch.com (unlimited personal cell numbers in US)
- Other vendors: Rocket Reach, LeadMagic, Wiza
The Double-Dial Technique
- Call and let it ring once
- Hang up immediately
- Call again right away
This gets attention and separates from spam calls
Why it works: If the recipient has Do Not Disturb mode turned on, the first call gets blocked by Do Not Disturb, and the second call goes through and actually rings for the lead
Phone Call Script When They Answer
Hey its [Name] from [Company] (and I work with [Satellite Email Account Alias Name])
I just sent you over that information you asked for, but figured that a phone call might be easier for you.
Is now a bad time to chat through your question?
Voicemail Script
Hey [Name], it's [Rep] re: your email on [topic]. No need to call back, I'll text you options.
Text Message Templates
Text Message Tools
We recommend having salespeople text manually from their iPhone for the most personal touch. However, if you need a centralized platform for multiple salespeople, or want automation and AI features, consider these vendors:
Immediate Text After Voicemail
Got your email. Fastest way: 15 min at [2:15/2:45/3:15] or book here [Link].
Prefer I just call you now?
First Touch Text After Email Reply
Hey [Name] - it's [Your Name] from [Company]. Just replied to your email about [topic].
Quick 10 min chat at 2:15 or 2:45 today? Or here's my calendar: [Link]
Follow-Up Text (Day 2)
Hey [Name] - know you're busy. Still interested in [their stated need]?
Can jump on for 10 min today at [time] or [time]. What works?
Value-Add Text (Day 3-4)
[Name] - just helped [similar company] achieve [specific result].
Made me think of your situation. 5 min to share what worked for them?
Free now or [Link] for later
Final Attempt Text (Day 5-7)
Hey [Name] - last check. Should I close your file or is [their goal] still a priority?
If timing's off, just say "later" and I'll circle back next month.
Text When They Book
Perfect! Got you down for [Day] at [Time]. Sending calendar invite now.
If anything changes, just text me back. Looking forward to it!
LinkedIn Message Templates
LinkedIn Messaging Tools
We recommend sending LinkedIn messages manually for the most authentic engagement. However, if you need automation capabilities, consider:
After Sending Blank Connection Request (Once Accepted)
Hey [Name] - thanks for connecting! Saw you replied to our email about [topic].
Figured I'd reach out here too. Would a quick 15 min call today at 2:15 or 2:45 work?
Or grab time here: [Link]
LinkedIn First Touch (After Email Reply)
Hi [Name] - just replied to your email about [specific topic/pain point].
Know you're busy so reaching out here too. Can we connect for 10 minutes today?
I have 2:15, 2:45, or 3:15 open. What works best?
LinkedIn Follow-Up (Day 2-3)
Hey [Name] - following up on your interest in [their stated need].
Just helped [similar company] with the exact same challenge.
Quick call to share what worked? Calendar link: [Link]
LinkedIn Value Touch (Day 4-5)
[Name] - came across this [article/resource] about [their challenge]: [link]
Thought of our conversation. Still want to discuss how we've helped others solve this? 15 min chat: [Link]
LinkedIn Final Attempt
Hi [Name] - last message, promise! Should I assume [their goal] isn't a priority right now?
Happy to reconnect later if timing is better. Just let me know "later" and I'll circle back in a month. Otherwise, here's my calendar one more time: [Link]
LinkedIn After They Book
Excellent! Looking forward to our call [Day] at [Time].
Just sent the calendar invite to your email.
We'll focus on [their specific challenge]. See you then!
Multi-Channel Coordination Tips
- ✓Always maintain the same tone across channels
- ✓Reference your other outreach: "Just texted you..." or "Just left you a VM..."
- ✓Keep messages short on text/LinkedIn—under 3 sentences ideal
- ✓Include your calendar link in every message
- ✓Always provide 2-3 specific time options plus your booking link
- ✓Remember: LinkedIn messages can be longer than texts but keep them scannable
Step 3: Booked Meeting Management
BONUS: The Hormozi Pull-Forward Strategy
This is a super secret tactic that Alex Hormozi gave us when we met him in person a couple months ago. The second someone books a meeting with you, instead of waiting for the meeting to happen, just call the lead right away and say:
Hey [Name], I happen to have an extra 10 minutes right now. Would it be crazy if we just talked real quick to get you the information that you need?
If they say no:
No worries at all! We'll see you on [day] at [time] as scheduled.
Pull-Forward Strategy
For meetings booked more than 2–3 days out (higher no-show risk):
Pull-Forward Call Script
Hey I know we were set to chat Friday, I had an opening later today, would it be crazy if we met today instead?
Or simpler:
A slot just opened in 45 min, want it?
No Show Recovery Sequence
Same Day No Show
Text:
You okay? Want me to hold 3:30 or 4:00 today?
Email:
Missed you - here are the next two fastest slots: [Link]. If it's not a priority now, say "later" and I'll pause.
Hand-Raiser Who Never Booked (7-Day Multi-Channel Burst)
- Day 1: Double dial + text + email (templates above) + LinkedIn message
- Day 2–3: 2x call attempts + short text each day + LinkedIn touch
- Day 4–7: 1x daily touch with 1-line value drop + ask
- Email every 2 days throughout the sequence
- After Day 7: Move to long-term nurture
Ghosted Prospect Recovery
Hey [First Name], it looks like you decided to pass on X which is not a problem at all.
I can only assume based on your initial interest, I messed something up along the way.
(Sorry about that.)
You're going to think this is a huge imposition. Would you be open to providing some feedback so I can get better next time around? Was the price too high? Confusing demo? Competing priorities?
Either way, I know there's lots of stuff competing for your time and attention.
Thanks for giving X a look.
The Intro Call Playbook (30 Minutes Maximum)
Core Philosophy
- ✓This is NOT a pitch
- ✓Diagnose before you prescribe
- ✓Lead with curiosity, not a pitch
- ✓Anchor every question in business value
- ✓Qualify hard, disqualify fast
- ✓You are not a tour guide
- ✓Stop selling, start qualifying
- ✓Clarity beats enthusiasm
- ✓Curiosity > credentials
- ✓When you DO need to sell, earn the right by being the most insightful person in the room
1. RAPPORT PHASE (2–3 minutes)
- ✓Quick human connection, don't linger
- ✓Confirm their role and responsibilities
2. AGENDA SETTING (1 minute)
Standard Agenda Script
Here's what I want to cover today: understand what your team is working toward, get a handle on what prompted the call, and if there's alignment, share what a Strategy Call could look like with our team. Sound good?
For Incentivized Leads
I know you may have seen our offer around the AirPods—totally fair. We're happy to honor that.
That said, my goal is to make this a valuable use of your time. If this is more of a curiosity call, we can keep it light.
But if there's something real you're trying to solve, we'll dig in and make this worth your while. Fair deal?
For Outbound Leads Who Need to Be "Sold"
I get it, this probably wasn't high on your to-do list today. But since we've got a few minutes, I'd love to learn what your team's focused on and where you might be feeling stuck.
We work with a lot of companies in similar spots and usually uncover something worth digging into.
Would it be alright if I asked a couple questions to see if that's the case here too?
3. DISCOVERY & QUALIFICATION (15–20 minutes)
A. Current State Questions
- "Walk me through your team's current go-to-market motion. Where are you investing today?"
- "What channels or partners are you using now? What results are you seeing?"
B. Problem Identification & Impact Questions
- "What prompted the outreach or interest in our team...outside of the incentive?"
- "If this doesn't get solved, what does that mean for you or the business this quarter/year?"
- "Where does this fall on your priority list right now?"
C. Metrics That Matter Questions
- "What would success look like in the next 6 months? Are there specific KPIs you need to influence?"
- "How do you report on the impact of marketing today? What challenges are you running into there?"
D. Power & Process Questions
- "Is this something you own the budget for, or are others involved?"
- "If we nailed the solution, what would the internal steps look like to move forward?"
- "Are you the one responsible for getting this across the finish line, or should we plan to include your [CMO/VP/etc.] in the next call?"
Additional Questions for Incentivized Leads
- "What caught your eye about the offer—and what made you book the call beyond the incentive?"
- "Even if this started as an AirPods conversation, is there a real initiative or challenge your team is exploring support for?"
- "Just so I'm respectful of your time—are you here because of the offer, or because you're actually exploring how to [hit a KPI, close a gap, shift strategy, etc.]?"
Bonus Power Questions
- "When your CEO sees marketing results—what do they actually care about?"
- "If you had to kill one channel tomorrow, what would it be and why?"
- "What's the internal perception of your performance marketing team today?"
- "If I told you we'd build a plan with zero fluff and only what moves the needle, what would you want us to focus on first?"
4. POSITIONING NEXT STEPS (3–5 minutes)
Standard Transition
Based on what you shared, it sounds like there's alignment worth exploring.
Our next step is a Strategy Call where we walk through a tailored plan, grounded in your priorities.
That call typically includes your decision-making team. Can we align on who needs to be there?
If Prospect is NOT the Decision Maker
Happy to loop in your team. In your experience, who else typically weighs in on these kinds of decisions?
5. CLOSE WITH CLARITY
- ✓Confirm Strategy Call date/time
- ✓Recap who is joining and what will be discussed
- ✓Send follow-up email immediately
Qualification Signals
RED FLAGS (Disqualify Fast)
GREEN LIGHTS (Move Forward)
POST-CALL EMAIL TEMPLATES
Intro Call Follow-Up (Decision Maker)
Subject: Next Steps & Strategy Call Details
Hi [First Name],
Great connecting today! Thanks again for your time and for walking me through what you're working on.
Based on what you shared, there's a clear opportunity to dig deeper into how we can support [insert 1–2 key priorities mentioned, e.g., "driving more qualified pipeline through paid channels" or "improving lead quality and conversion rates"].
As mentioned, the next step is a Strategy Call where we'll walk through a tailored plan built around your goals and challenges. That session is most impactful when the broader decision-making team is in the room, so I'd recommend we loop in [insert titles or names if known].
Strategy Call Details:
📅 Date: [Insert Date]
🕒 Time: [Insert Time]
📍Link: [Insert Meeting Link]
👥 Suggested Attendees: [Insert as needed]
Let me know if you'd like to adjust anything, we'll make it work.
Looking forward to building something meaningful together.
Best,
[Insert Email Signature]
Follow-Up Email (Non-Decision Maker)
Subject: Let's Align the Right Team for Next Steps
Hi [First Name],
Appreciate your time today, really helpful to hear where things stand and the initiatives your team is focused on.
It sounds like there's a real opportunity for us to bring value around [insert specific problem or priority discussed], and we'd love to explore that further with your broader team.
The next step is a Strategy Call where we'll walk through a tailored game plan based on what you shared. That session typically includes [insert roles—e.g., the VP of Marketing, your CMO, or anyone who owns budget for this area], so we can ensure alignment and make it actionable.
Strategy Call Proposal:
📅 Date: [Insert Date]
🕒 Time: [Insert Time]
📍Link: [Insert Meeting Link]
👥 Ideal Attendees: [Insert suggested roles]
Would you be open to introducing or inviting [Name/Title] to join? Happy to send a quick note you can forward if that helps.
Thanks again,
[Insert Email Signature]