How to book more solar appointments: the exact scripts and process
Leads don't book themselves
Installs come from two things multiplied together: lead quality and follow-up. You can buy the best exclusive, verified leads in the country, and a slow or clumsy follow-up will still waste them. The lead is the half you buy. The follow-up is the half you control, and it is where most of the money is won or lost.
Rule one: call within 5 minutes
Interest is hottest the second a homeowner hits submit. They remember the ad, the form, and the problem they want solved. Wait an hour and the memory cools, the number goes to voicemail, and the intent leaks away. Research on lead response is brutally consistent: calling within 5 minutes lifts your odds of connecting dramatically.
Give your setter room to do it right. Around 10 to 15 minutes on the first call is plenty to build rapport, qualify lightly, and book. Any longer and you are selling, which is the closer's job, not the setter's.
The contact rhythm that catches people
One call is not follow-up. Most people are simply busy the first time you ring. Here is a rhythm that catches them without becoming a nuisance.
- Send an SMS after the first attempt (short intro, promise to call again) and again around the eighth (a polite nudge with a value reminder).
- Run a weekly SMS or email to anyone still uncontacted. It quietly revives dormant leads you had written off.
- Vary the time of day. Someone who never answers at 10am picks up at 6pm.
The appointment-setting script
This is the framework our partners use, start to finish. Swap the brackets for your details. Notice what it does not do: it never quotes a price, names a brand, or gets into panel placement. That is deliberate. The setter's only job is to book a real consultation with a genuinely interested homeowner.
Hi, is that [first name]?
Hi [first name], it's [setter name] from [Your Company], following up the online enquiry you made about solar.
Quick one so I point you the right way — was that about solar, a battery, or both?
(rapport) Great. How's your day going so far?
My job is simple: I help homeowners in [suburb] work out the right solar or battery setup, and the government rebates you may be eligible for (eligibility varies by state).
Based on what you told us online, it looks well worth a proper look.
We're [Your Company], based in [city], and our job is to find the right energy solution for your household.
You're the homeowner, is that right? (if no, don't book)
Do you own the place on your own or with a partner? (if partner, both should be on the consult)
Roughly what are you paying on electricity a quarter?
Any plans to redo the roof in the next 3 to 6 months? (if yes, don't book)
Any plans to move soon? (if yes, don't book)
Are you working or retired? (if neither, check they can pay upfront before booking)
Perfect. From your answers this is well worth a proper look, and with that bill, solar makes real sense.
Can I just confirm your address is [address], so the specialist can check roof suitability and shading?
Next step is a quick consult with one of our solar specialists. Here's what they'll do for you:
Show you what you could realistically save. Explain the no-upfront option that uses your savings to pay the system off. Show a remote roof layout. Walk you through the rebates, which come off the final price. Give you options and pricing.
At the end, it's completely up to you and any other decision-makers whether you go ahead. Fair enough?
For the consult we just ask you set aside 45 to 60 minutes, have all decision-makers there, and a recent power bill handy.
Do you prefer mornings, afternoons or evenings?
We're pretty booked, but let me see what I can do... I've got [slot X] or [slot Y] — which works best for you?
Great, I'll lock that in. Quick recap: the specialist will cover your savings, rebates, roof layout and options.
We'll see you [day/time]. I'll send a text and email to confirm. Looking forward to it.
Best practices that lift your set rate
- Book within 48 hours. The longer the gap, the more the intent cools and the more no-shows you get.
- If they cancel, rebook within another 48 hours. Keep the momentum, do not let it drift to next month.
- Confirm by SMS and email. Two reminders cut no-shows more than any clever pitch.
- Get all decision-makers booked in. A consult with one of two owners rarely closes.
- Keep the setter out of the sale. No pricing, no brands, no calculations. That is the closer's stage, and mixing them kills both.
Stay on the right side of the rules
The catch, and it is a real one
This whole process assumes one thing: leads worth calling in five minutes. Real people who actually asked, reachable on a verified mobile, delivered fresh. Run this exact script on a shared, aged, or unverified list and your 30 to 40% quietly becomes 5%. The script did not fail. The list did.
That is why our leads book. Every one is exclusive to you, 2FA verified so the number is real, and delivered to your CRM in about 1.4 seconds with a personalised SMS in your name, so the homeowner already knows you before your setter dials. Great leads and this process, multiplied together, is how partners hit the top of that range. See why exclusive beats shared, or what solar leads should cost.
Frequently asked questions
What is a good lead-to-appointment rate for solar?
Around 30 to 40% when leads are worked properly, with the best-run teams at the top of that range. It comes down to two things: your contact rate (calling fast and often) and your contact-to-booked rate (the script and the setter's skill).
How fast should I call a solar lead?
Within 5 minutes. Interest is hottest the moment they hit submit, and connection rates fall sharply after that. Speed to lead is the single biggest driver of whether a lead books.
Do I need a dedicated appointment setter?
Yes. The single biggest factor in results is having one person responsible for the leads. If no one owns them, follow-up slips and your booking rate dips fast.
What should a solar appointment setter say?
Open by referencing their enquiry, clarify solar or battery, build quick rapport, run light qualification (homeowner, bill size, timeframe), reinforce that it is worth a look, then set up and book the specialist consultation. Keep pricing, brands and panel placement out of it, that is the closer's job.
How many times should I call a solar lead?
A common rhythm is five attempts on day 1, three on days 2 and 3, and two on days 4 and 5, with an SMS after the first and around the eighth attempt. Then a weekly SMS or email to anyone still uncontacted.
How do I reduce no-shows for solar consultations?
Book within 48 hours while intent is high, confirm by both SMS and email, and if they cancel, rebook within another 48 hours to keep the momentum. Make sure all decision-makers are booked in from the start.
The leads this process runs on.
This playbook books 30 to 40% because the leads are real, exclusive and fresh. Exclusive to you, 2FA verified, delivered to your CRM in about 1.4 seconds with a personalised SMS in your name. See live pricing and territory for your patch.
Written by the Capital Leads team, who build exclusive lead flows for solar installers in every Australian state. Updated July 2026.