A short preparation section can help customers arrive at a first consultation ready to discuss their needs. Put it near the booking link so people can see what they can gather before choosing a time.
List only what helps the first conversation
Ask the team that runs consultations what they actually look at during the first appointment. A website consultant might ask for the site address and one page that customers struggle to use. A home services provider might find a photo of the affected area helpful when the customer can take one safely.
Separate required information from optional examples
For each item, ask what happens when the customer does not have it. If the appointment can still proceed, label it optional and explain when it might help. Give customers a way to describe the issue in their own words if they have no example to hand.
Explain when and how to share
State whether the customer should bring something to the call, have it ready on their device or use a specific upload process. Where sensitive materials are involved, keep the booking page focused on what is needed and provide the business's approved sharing instructions separately.
Adapt this example to your own service
Have your website address handy for the call. If you can, pick one page you would like us to discuss and write down what you want visitors to do there. If the site is still being built, a short description of the project is enough for the first conversation.
Read the instructions as if you were booking for the first time. You should be able to tell what you need now, what can wait and where to ask questions. Use the same wording in the booking confirmation. See the service enquiry response times guide for the separate question of when customers will hear back.