The Best Way to Leave a Voicemail Message

Learning to leave a voicemail message effectively is one of the main concerns for sales reps. A voicemail message can be likened to a short “call to action”- you have to entice the receiver to return your call.

Let’s have a look at two examples of voicemail messages:

Voicemail Message 1

“Hi _________. My name is _________. I got your number from_________. I need to speak with you about how you’re handling your sales tracking (Or your kind of product or fulfilment).

Please call me back at (your number). I look forward speaking with you.”

Voicemail Message 2

“Hi _________, this is ________ ________ with (your company).  Briefly, I need to speak with you about how you’re handling your sales tracking (Or your kind of product or fulfilment), because I have something that can (solve their unique problem).  Our clients include (list some companies they are familiar with), and I know this would work for you as well.  Believe me it’ll be worth a 5-minute phone call to find out why.

Please call me back when you receive this message at (your number).  That number again is (your number) and ask for _________ or alternatively email me at_________. I look forward speaking with you and I guarantee you’ll be glad you returned this call.”

[Courtesy of, modified for this article]

Which one of the above messages do you think would get the most responses? If you said voicemail message number 2, you are on the right track.

There are six steps to an effective voicemail message:

  1. Plan your message before the call. You need to plan your message beforehand to avoid mumblings and ramblings. Write it down on a piece of paper and practice it a couple of times before the call.
  2. Introduce yourself and greet the receiver. Your voicemail message should begin with a quick introduction of yourself (including your company name) and a greeting to the receiver. Do not use this space to discuss how you obtained the prospect’s number as that is not necessary unless requested.
  3. Watch your tone. You don’t want to sound aggressive over the phone, and at the same time you don’t want to sound too passive either. You want to be polite and clear.
  4. Let the objective of the call be present throughout the message. When somebody picks up your voicemail message, the first thing they wonder is what the call is about. Make the purpose of your call clear throughout the message. In voicemail message 2 above, the objective of the call was clear after the introduction, right up to the end. In addition, use simple language to connect with the receiver.
  5. Have an effective call to action. The second question the receiver will ask themselves is “So what do you want me to do about this call?” Tell the receiver what you require from them at the end of the message.
  6. Make your contact details clear. Make sure that you speak slowly when giving out your contact details and repeat it for clarity. In addition, try to give out an alternate contact should you not be available.

Final Thoughts

Leaving good voicemail messages can increase your response rate and ultimately your sales.

To summarise the above, an effective voicemail message must have a greeting with your name and company, a clear purpose of the call, a call to action for the receiver and your contact details.