Your appointment process should be like a recipe. Think about that for a moment. A recipe has two main components: the ingredients and the steps. Follow the recipe and you’ll get your desired outcome, more often than not.
Below are the 13 main ingredients of the recipe we use at USA Financial through our Appointment Protocol process:
The Introduction Kit
First impressions are long lasting. The introduction kit sets the stage for the relationship and provides a great opportunity for you to create professional contrast right out of the gates. Typically, the introduction kit will be a professionally designed pocket-style folder that includes inserts revealing your process, information about the firm, and a short bio on the individual(s) with whom the prospect may interact initially. In addition, we encourage a personalized handwritten card along with an introductory letter that is paperclipped on the outside of the introduction kit. This letter will explain what to expect during the first meeting and beyond.
The Fact Finder
Prospective clients expect that they will need to share information with you at some point. They are used to this sort of process with most professionals. Our firm has a version of this document, which we have named the “Personal Asset Manager.” (Hint: name your fact finder something catchy). Best practice is to not send this in the introduction kit, but rather to use as a resource by the advisor or to be filled out by the prospective client at a later point in the process.
Related Posts
The Hiring Mistake That Can Stall Your Growth
When is the right time to make your next hire? Most advisors wait until they're overwhelmed, client service starts slipping, and their team is already operating at full capacity. In this episode of The Rare Advisor, Aaron Grady explores the difference between reactive hiring and intentional hiring, breaks down the key capacity signals advisors should watch for, and shares a practical framework for evaluating when hiring can unlock growth rather than simply relieve pressure. Learn how to identify bottlenecks, evaluate capacity, understand the economics of hiring, and position your firm for sustainable growth before a staffing crisis occurs.
The Invisible Expertise Problem Most Financial Advisors Face
What happens when a great financial advisor remains virtually invisible outside their current client base? In this episode of the Financial Advisor Marketing Playbook, Mark Mersman sits down with Gabe McManus of Influential Advisor Media to discuss how advisors can transform expertise into influence through books, storytelling, podcast guest appearances, and authority-building content. They explore the role of authentic communication, AI, podcast marketing, personal branding, and the strategies advisors can use to become more visible without turning into full-time influencers.
What's Trending: Three Numbers Defining the September Market Right Now
In this September edition of The Trending Report, Tyler Krzciok breaks down three key numbers shaping today's market environment: the S&P 500's year-to-date return, current Treasury yields, and the trillions of dollars sitting in money market funds. He also examines improving market breadth, what it means when gains begin spreading beyond a handful of large technology companies, and why investors should separate market signals from seasonal headlines. Plus, Tyler tackles the so-called "September Effect" and explains why disciplined investors should focus on fundamentals rather than calendar-based market fears.