Landing face-to-face meetings with potential clients is invaluable, but securing them in a world that increasingly leans towards digital communication requires a strategic approach. Here’s how to build rapport, establish trust, and demonstrate value right from the start to increase your chances of getting in front of key decision-makers.

1. Research Your Prospect Thoroughly

Begin by understanding the prospect’s business, challenges, and key personnel. This isn’t just about impressing them with your knowledge; it’s about tailoring your approach. If you know their industry trends, recent achievements, or potential pain points, you’re far more likely to make a compelling case for a face-to-face conversation. Show them you’re serious and prepared.

2. Offer Tangible Value Right Away

Instead of a vague “let’s meet to discuss how we can help,” specify how your expertise could address their needs. If, for example, you’ve identified a gap or an opportunity specific to their sector, reference it directly and frame your meeting as an opportunity to share insights that benefit them. Prospects are more likely to meet if they see clear, practical value on the table.

3. Use Warm Introductions Wherever Possible

Introductions from mutual contacts or connections make a significant difference in gaining traction. Leveraging shared connections builds initial trust, signalling that others in their network value your insight. If you lack a direct contact, try connecting with key industry figures in your network to establish a pathway. People are generally more receptive to meeting if there’s an element of familiarity.

4. Be Genuine and Personable

Many decision-makers receive multiple meeting requests daily, so stand out by being personable. Avoid sounding too “salesy” or formulaic—this can feel insincere. Instead, aim for genuine interest in their business goals and a sense of shared purpose. Mention something personal or noteworthy about their organisation; showing you’ve taken an interest in them personally makes your invitation more appealing.

5. Emphasise Flexibility and Convenience

Offer to work around their schedule and, if necessary, meet at a convenient location or a time that suits them. This flexibility can ease any reluctance. You might also offer options: “We could meet over coffee, or I’m happy to visit your office—whatever is easiest for you.” Flexibility shows respect for their time and willingness to make their life easier.

6. Follow Up Thoughtfully

A well-timed follow-up can be the difference between a “yes” and a missed opportunity. Be patient but proactive. If they’re slow to respond, don’t press too hard. Instead, send a polite follow-up highlighting a recent development or new insight that reinforces your value. Show you’re not only persistent but also constantly looking for ways to add value to the meeting.

7. Use Engaging Stories or Case Studies

When appropriate, briefly mention a relevant success story or case study to highlight how others have benefitted from similar meetings with you. Avoid lengthy explanations—instead, make it concise and relatable to their industry or situation. If they can envision similar benefits, they’re more likely to grant you a meeting.

8. Express Your Interest in Their Insights

Show that the meeting isn’t just about your pitch; you’re genuinely interested in understanding their perspective. This makes the meeting feel like a collaborative session rather than a one-sided sales push. Prospects often appreciate when you’re open to learning about their unique challenges, and this approach positions you as a partner rather than just a vendor.


Securing a face-to-face meeting takes more than just a polite request; it’s about presenting yourself as a partner who brings immediate value, personalised insights, and genuine interest in their business. With careful preparation, a human approach, and persistence, you’ll build the rapport and trust needed to secure those all-important face-to-face connections.

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