June 21, 2021

Closing Calls: What Is It, It's Importance With Tips & Examples!

If you have ever been on a conference call, you might be wondering what the importance of closing calls is. If so, don't worry - today we are going to go over why that is and give some examples of how it can be done effectively! Closing a call should always be a priority. The last impression your clients will get from your business before they move onto another company's services or goods is the way in which you close out the conversation. In this blog post, we discuss what closing calls means and how to do it properly to ensure customers receive an amazing experience with your brand!

A closing statement is akin to crossing the finish line of a marathon. It's a stressful situation for both you and your prospect. For everyone involved, it's an emotional call.

By the time a closing call comes around, you have spent a lot of time with your prospect as a salesperson. You are under pressure to achieve a quota, and losing a contract at the buzzer shows your boss that you don't have control over the sales process.

What Is A Closing Call Statement?

A closing call statement is any separate statement that comes after you have listened to the other person's concerns, summarized what they have said, and are ready for them to make a decision or take an action of some kind. It can be used in many different scenarios, including scheduling appointments with customers, setting up meetings with clients or potential recruits, following up on leads generated by marketing campaigns, etc.

Why Is It Important To Close A Call Professionally?

Closing calls properly shows professionalism and courtesy on behalf of the caller. If you don't set up a time to meet with clients or schedule an appointment, they may feel unwelcome when calling back in the future. 

3 Crucial Strategies Or Tips For Using Call- Closing Statements

Here are 3 strategies for using closing statements professionally when working over the phone. Remember the acronym B A R F (Be Appropriate Regarding Format) when presenting your message.

  1. Allow Them To Finish

Before you begin your closing statement, let the client talk through any concerns they have. Let them know that you value their opinions and are open to hearing their feedback. Once they are finished speaking, summarize what they have said before transitioning into your closing call statement. 

  1. Set A Time Limit
When scheduling appointments over the phone, tell your customer how long it will take for you both to speak comfortably about whatever matter is at hand. If you allow too much time for the conversation, the client may start feeling rushed. You don't want them to feel hurried, but you do want to respect their time and be quick about it. 
  1. Offer Alternatives

If the customer has trouble making a decision or taking any action, calmly offer them alternatives. This could be as simple as saying: "I'm happy to schedule an appointment for next Thursday and we can meet at 10am." If they refuse this date, go over two additional options that work for your calendar before giving up entirely. At that point, it's best just to ask when would be a good time for them to move forward with whatever needs figuring out. For example: "I'm also available to meet on Tuesday at 3pm, would that be good for you?" 

6 Examples of effective call-closing statements

  1. Calls to address customer complaints
  • "I'd be happy to continue this call by walking you through the details of our refund policy."
  • "Thank you for bringing that to my attention, I'll pass along your concerns to the relevant department."
  • "Ok, well let me know if there is anything else I can do to help." 
  • "Sounds like we can both agree that it's important to resolve this issue. Is there anything else I should do before moving forward?" 
  • "As long as everything is ok with your account, I'll go ahead and close the call. If something changes in the future though, feel free to give us a call back." 

  1. Calls to confirm or place an order
  • "I understand how important it is for you to feel secure about your decision, so do you think 5pm would be a good time to move forward?"
  • "Thanks again for placing your trust in us. Your order will ship tomorrow and arrive on Thursday." 
  • "Great! Thanks so much for placing your order with us." 

  1. Calls to answer customer inquiries
  • "I can explain the process for resetting your password, but I have a few steps to walk you through first."
  • "It sounds like there is a lot on your mind and it would be helpful if we could discuss these concerns in person. Is there a good time for us to meet?"
  • "Of course! Let me go over that with you right now!"
  • "I'd be happy to give you the information you are looking for." 

  1. Interview phone calls
  • "I'm going to answer your question for now, and if you have any follow-up questions at the end we can discuss them."
  • "I'm excited about this opportunity and am confident that we'll be a good fit for one another. Does this sound like a good time for us to continue?" 
  • "Do you think 1pm would work today? If not, what times are you open this week?"
  • "What would be the ideal day and time for us to speak? Would it work better in the morning or afternoon?" 
  • "We can meet at 4pm on Tuesday if that works for you."
  • "This sounds like a great opportunity and I look forward to continuing our conversation over the phone. Could we set up a time next week when we can speak?"  

  1. Calls for scheduling an appointment
  • "Next Thursday works best for my schedule, would that work out ok with yours?"
  • "It sounds like next week isn't a great time. What do you think about scheduling something over the phone on Friday afternoon?"
  • "Thanks for reaching out, I'm going to have to check my schedule and get back to you in the next couple days. Would you be open to a phone call?"
  • "I would love to work with you on this project! Where are good times for us to talk over the phone?" 
  • "It sounds like today isn't an option, but let's start talking about scheduling." 
  • "I'd be happy to schedule you a time that works, let me go ahead and check our availability for next week." 
  • "When would be the best day/time for us to meet?" 
  • "It sounds like every Thursday at 1pm is good for you. I'll note your appointment on my calendar."

  1. General calls

  • "Sounds like we both are in agreement here. Thank you so much for sharing your perspective with me." 
  • "Thanks again for calling. Is there anything else that I can do for you before we end our chat?"
  • "Ok, thanks so much for calling in. Have a great day!"
  • "I'm so happy to hear from you!"
  • "Thank you for giving me a call." 
  • "Sounds good! I'll go ahead and record your information now." 
  • "Let's discuss this further over the phone. Can we set up a time?"
  • "I'm looking forward to hearing from you about this!"
  • "Thank you so much for calling. It's nice speaking with you." 
  • "We value your business and are happy to help however possible. Is there anything else I can do before I close out this call?"  
  • "Ok, well let me know if there's anything else I can help with." 

Final Words

It's important to remember that relying on discounts to close a business is bad for both you and your prospect. The goal is to keep the conversation focused on value rather than pricing.

Closing calls do not have to be nerve-wracking. In many circumstances, they are merely a courtesy. Your prospect should have a clear knowledge of what they need from you and how to get it if you have followed a tight, productive sales process. So make sure you finish strong and practise making effective closing calls.

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Written by

Harsh Gupta

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