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How To Leave a Voicemail That Gets a Call Back

A sales voicemail is a prerecorded message delivered by a salesperson to acquaint a potential customer with a product or service, present its value propositions, and prompt recipients to engage or take a step forward. Despite today’s fast-paced society and the hectic routines of professionals, leaving a voicemail remains effective in capturing the interest of potential customers.

However, a short period is available to genuinely catch the listener’s attention when leaving a voicemail. Sadly, most salespeople tend to add too much information and unintentionally use a sales-oriented tone, which can negatively affect the voicemail’s impact.

In this blog post, we will take you through the basics of sales voicemails, why you should make them, and tips for leaving a voicemail message that gets a callback.

Table of Content

  • What is a Sales Voicemail?
  • Why Should You Leave a Voicemail?
  • 15 Tips on How To Leave a Voicemail That Gets a Call Back
  • How to Leave a Voicemail Without Calling
  • 5 Examples of Professional Voicemail Scripts

What is a Sales Voicemail?

A sales voicemail is a brief recorded message that a salesperson leaves for a potential customer as a means of initiating or continuing a sales interaction. This voicemail typically aims to introduce products or services, emphasize their value, and encourage the recipient to take a specific action, such as returning the call, scheduling a meeting, or exploring more about the offering.

A well-crafted sales voicemail is concise, engaging, and tailored to resonate with the recipient’s needs or interests, prompting them to respond and potentially progress further in the sales process.

Why Should You Leave a Voicemail?

Leaving a voicemail might seem like a traditional communication method in the digital age, but it still holds significant value, especially in the realm of sales and customer engagement. Here are seven compelling reasons why you should consider leaving voicemails as part of your communication strategy:

1. Capture Attention in a Busy World:

In today’s fast-paced world, emails and text messages can easily get lost in the shuffle. A well-crafted voicemail can stand out and capture the recipient’s attention, making them more likely to listen and respond.

2. Human Touch and Personalization:

Voicemails offer a personal touch that written messages lack. The tone of your voice, coupled with a tailored message, conveys sincerity and genuine interest, fostering a deeper connection with the recipient.

3. Convey Emotion and Intention:

Voicemails allow you to convey emotions and intentions more effectively than written messages. Your tone can express enthusiasm, empathy, or urgency, which can resonate with the recipient and encourage a response.

4. Build Trust and Credibility:

A well-spoken voicemail can help establish trust and credibility. Hearing a real person on the other end reinforces your message’s legitimacy and commitment to engaging with them.

5. Enhance Personal Branding:

Your voice is an integral part of your personal brand. Leaving voicemails lets you showcase your communication skills, professionalism, and charisma, further strengthening your brand image.

6. Address Specific Concerns:

Voicemails provide an opportunity to address individual concerns or questions that the recipient might have. This personalized touch shows you’re attentive to their needs and willing to assist.

7. Pique Curiosity and Prompt Action:

A concise and intriguing voicemail can pique the recipient’s curiosity, prompting them to return your call or seek more information about your offering. The curiosity factor can lead to more meaningful interactions.

8. Complement Other Communication Channels:

Voicemails can complement your email, text, or social media outreach. If you’ve sent an email or message, following up with a voicemail can reinforce your message and increase the likelihood of a response.

Incorporating voicemail messages into your communication strategy enables you to add a human touch, convey emotions, and create a lasting impression. By using voicemails strategically and authentically, you can establish meaningful connections, enhance customer engagement, and increase the effectiveness of your outreach efforts.

15 Tips on How To Leave a Voicemail That Gets a Call Back

Leaving an effective voicemail requires finesse and strategy, especially in today’s busy world, where people are inundated with messages. To increase your chances of getting a callback, consider these 15 tips for crafting voicemails that stand out:

Tip #1: Be Concise and Clear

When leaving a voicemail, brevity is critical. Keep your message focused and to the point, conveying your purpose succinctly. Avoid unnecessary details or lengthy explanations. A concise voicemail will more likely capture the recipient’s attention and keep them engaged.

By delivering your message clearly and without unnecessary fluff, you make it easier for the listener to understand your intention and take prompt action. Speak slowly and keep the message short, as most voicemail systems only record for a few minutes. Remember, in a world filled with information overload, a straightforward and concise voicemail stands a better chance of leaving a lasting impact and prompting a callback.

Tip #2: Start with Your Name and Purpose

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Begin your voicemail by introducing yourself with your full name and the organization you represent. This establishes trust and authenticity from the outset. Quickly follow with a concise statement of your purpose for calling. Clarify why you’re reaching out and what you hope to discuss.

Starting with your identity and purpose creates context and helps the recipient understand the relevance of your message. This upfront approach sets a professional tone and increases the likelihood that the listener will continue to engage with your voicemail and consider returning your call.

Tip #3: Show Enthusiasm

Inject genuine enthusiasm into your voicemail message. Let your tone convey excitement and positivity, which can be contagious. Expressing enthusiasm about connecting with the recipient and discussing the potential benefits of your message can make your voicemail more engaging. Enthusiasm not only reflects your genuine interest but also leaves a memorable impression.

A lively and upbeat delivery can differentiate your voicemail from others and encourage the listener to view your message as something worth exploring further. By infusing enthusiasm, you create an inviting atmosphere that increases the chances of your voicemail being well-received and prompting a callback.

Tip #4: State Your Value Proposition

Clearly articulate the value proposition of your message early in your voicemail. Explain the specific benefits or solutions you offer to the recipient. This helps them understand how your communication aligns with their needs or interests. By highlighting what they stand to gain from returning your call, you create a compelling reason for them to engage further.

A well-structured value proposition demonstrates that your voicemail is not just a random outreach but a relevant opportunity for them. Crafting a succinct and impactful value proposition can capture the listener’s attention and encourage them to consider your message seriously, increasing the likelihood of a callback.

Tip #5: Highlight a Problem-Solution Approach

Adopt a problem-solution approach in your voicemail. Begin by addressing a potential challenge or pain point the recipient might face. Then, offer a solution that your product, service, or expertise can provide. This approach resonates with the listener’s needs and showcases your understanding of their situation.

By framing your message in terms of solving a problem, you create relevance and show that your outreach is tailored to their concerns. Presenting yourself as a potential solution can spark the listener’s interest and motivate them to return your call, curious to explore how you can address their specific challenges.

Tip #6: Mention a Referral or Connection

If you have a mutual connection or referral, leverage it in your voicemail. Start by mentioning the person who connected you or your shared affiliation. This establishes a sense of familiarity and trust right from the beginning. Referrals lend credibility to your outreach and increase the chances of your voicemail being well-received.

The listener may be more inclined to engage with your message when they realize there’s an existing connection. By mentioning a referral or connection, you create an immediate point of relevance and encourage the recipient to consider your voicemail as a worthwhile opportunity, potentially prompting them to return your call.

Tip #7: Create a Sense of Urgency

Incorporate a sense of urgency into your voice message to prompt swift action. Express the importance of your message or the time-sensitive nature of the opportunity you’re presenting. By conveying that there’s a limited window for them to act, you encourage the recipient to prioritize your call. However, ensure your approach remains respectful and authentic—avoid using false urgency.

A genuine reason for urgency, such as a special offer or event, can motivate the listener to respond promptly. Creating a sense of urgency compels them to consider your voicemail with heightened interest, increasing the likelihood of a callback.

Tip #8: Customize Each Voicemail

Tailor every voicemail you leave to the specific recipient. Avoid using generic scripts or messages that lack personalization. Instead, take the time to research and understand the individual’s background, interests, and needs of your contact list. Incorporate relevant details into your voicemail to demonstrate your genuine interest in their situation.

Customization shows that you’re invested in building a meaningful connection and not simply conducting a mass outreach. Consider using a voicemail app or scripts to enable leave voicemails that resonate with your client. When the recipient senses the effort you’ve put into crafting a message just for them, they’re more likely to perceive your voicemail as valuable and worthy of a response, increasing the likelihood of a callback.

Tip #9: Respect Their Time

Acknowledge the busy schedules of your recipients in your voicemail. Begin by expressing an understanding of their time constraints and the demands on their agenda. Make it clear that you aim to keep the voicemail concise and efficient.

This consideration for their time demonstrates respect and professionalism. By assuring them that your message won’t be a lengthy interruption, you create a positive impression and increase the chances that they will listen to your voicemail attentively.

Respecting their time sets a courteous tone and encourages the recipient to view your voicemail as respectful and worthwhile communication, possibly leading to a callback. A good way to show this is by making your messages concise and clear and providing your phone number immediately after providing your name. Additionally, always ensure you only call during business hours.

Tip #10: Include Your Contact Information Twice

Ensure your contact information is readily available in your voicemail. Mention your name, phone number, and any other relevant details at both the beginning and the end of the message.

This redundancy ensures that even if the listener misses the information initially, they can easily access it when the voicemail concludes. By providing your contact details twice, you eliminate any potential confusion and make it convenient for the recipient to reach out.

This approach demonstrates your accessibility and professionalism, increasing the likelihood that they will retain your information and consider returning your call.

Tip #11: Provide Alternative Ways to Connect

In your voicemail, offer multiple avenues for the recipient to connect with you. Alongside your phone number, mention alternative methods such as email or a specific time window when you’re available.

This flexibility accommodates their preferred mode of communication and availability. By providing options, you make it easier for them to initiate contact in a way that suits their preferences.

This approach also underscores your willingness to adapt and ensures that your voicemail is a stepping stone to a meaningful conversation, regardless of their preferred communication channel. Offering alternatives maximizes the chances of receiving a callback or response.

Tip #12: Use a Call to Action

Incorporate a clear call to action (CTA) in your voicemail. Conclude your message with specific instructions that guide the recipient on the desired next step. This could be a simple request to return your call, schedule a meeting, or explore further information.

By providing a concrete action, you guide the listener on how to proceed, making it easier for them to respond. A well-crafted CTA leaves no ambiguity and encourages the recipient to take action immediately. This technique directs their focus and motivates them to engage with your message, increasing the likelihood of a prompt call back.

Tip #13: Practice Before You Call

Before making the actual voicemail, take time to practice your message. Rehearse the key points you want to convey and fine-tune your delivery. Practicing helps you avoid stumbling over words, sounding hesitant, or including unnecessary details.

A well-rehearsed voicemail comes across confidently and clearly. It allows you to deliver your message smoothly and effectively, making a stronger impact on the recipient. By practicing beforehand, you ensure that your voicemail sounds polished and professional, increasing the chances that the listener will listen attentively and respond positively, potentially leading to a callback.

Tip #14: Be Authentic and Personable

Infuse your voicemail with authenticity and a personal touch. Let your genuine personality come through in your tone and language. Avoid using overly scripted or robotic language. Being authentic and personable creates a connection between you and the recipient.

It shows that you’re a real individual reaching out with sincerity. Share your message in a way that resonates with your natural communication style. Being yourself makes your voicemail relatable and memorable, increasing the likelihood that the listener will perceive you as genuine and approachable, which can lead to a positive response and callback.

Tip #15: Follow Up Strategically

After leaving a voicemail, consider a well-planned follow-up strategy. If you don’t receive a call back within a reasonable time frame, send a follow-up email or leave another voicemail with a different angle. Timing is crucial—wait a few days before reaching out again to avoid coming across as too persistent.

Your follow-up should remind the recipient of your previous communication and reinforce the value of connecting with you. By following up strategically, you demonstrate persistence and dedication to building a connection, increasing the chances of catching their attention and prompting them to respond, ultimately leading to a callback.

Crafting a compelling voicemail is an art that requires a balance of clarity, personalization, and persuasion. By implementing these tips, you can send voice messages that instantly resonate with the recipient and prompts them to return your call.

5 Examples of Professional Voicemail Scripts

Crafting a professional voicemail script is a crucial aspect of effective communication. A well-structured script can help you convey your message clearly and prompt the recipient to take action. Here are five examples of professional voicemail scripts tailored for different scenarios:

1. Cold Outreach:

“Hello [Recipient’s Name], this is [Your Name] from [Your Company].

I wanted to introduce myself and discuss how our [Product/Service] could benefit your [Specific Need or Industry]. I’m excited to share more details. Please call me back at [Your Phone Number].

Thank you.”

2. Follow-Up Call :

“Hi [Recipient’s Name], it’s [Your Name] again from [Your Company].

I hope you’ve been well. I wanted to follow up on our previous conversation about [Topic]. I’d love to hear your thoughts. Feel free to reach me at [Your Phone Number].

Looking forward to connecting.”

3. Referral Mention:

“Hi [Recipient’s Name], I was referred to you by [Mutual Contact’s Name] at [Their Company].

I’m [Your Name] from [Your Company], and I specialize in [Your Expertise]. I’d love to discuss how we can assist you with [Solution]. Please call me at [Your Phone Number].

Thank you.”

4. Time-Sensitive Offer:

“Hello [Recipient’s Name], this is [Your Name] reaching out from [Your Company].

We have an exclusive offer running for [Product/Service] that expires [Date]. I believe it could greatly benefit your [Specific Need]. Feel free to call me back at [Your Phone Number] to learn more.”

5. Event or Webinar Invitation:

“Hi [Recipient’s Name], it’s [Your Name] calling from [Your Company].

We’re hosting a [Event/Webinar Title] on [Date and Time] that I think you’d find valuable given your interest in [Topic]. I’d love to have you join us. Please call me back at [Your Phone Number] to RSVP.”

Tailor these scripts to your voice and the context of your outreach. Remember, the key is to be concise, clear, and engaging. Always include your contact details and a compelling reason for the recipient to call you back. By having well-crafted voicemail scripts, you can increase the effectiveness of your communication and improve your chances of receiving callbacks and positive responses.

How to Leave a Voicemail Without Calling

Leaving a voicemail without making a direct call can be a useful communication tactic, especially when ensuring your message is received without interrupting the recipient. Follow these five steps to leave a voicemail without calling:

1. Use a Voicemail Service or App:

Use voicemail services or apps that allow you to record and send voicemail messages directly. Some platforms offer features to send voicemails to contacts’ voicemail boxes without ringing their phones.

2. Choose the Right Platform:

Select a voicemail platform that aligns with your needs. Look for options that integrate with your preferred communication tools and provide user-friendly interfaces.

3. Compose Your Message:

Compose a well-thought-out voicemail message/voice note before recording. Plan what you want to say, ensuring your message is clear, concise, and includes a call to action if needed. For the best result, imagine yourself speaking to them like they are a family member to build familiarity.

4. Record Your Voicemail:

Open the chosen voicemail service or app, and record your message. Speak clearly and confidently, delivering your message as if you were leaving a traditional voicemail. The best practice is for you to create a short message that conveys the messages and avoids wasting their time.

5. Select the Recipient and Send:

Enter the recipient’s phone number or contact info in the app or service. Once you’re satisfied with your recording, send a voicemail. The recipient will receive the voicemail in their voicemail box.

Leaving a voicemail without calling offers a non-intrusive way to communicate important information, make announcements, or reach out to contacts who may not be available to answer calls. It’s an effective alternative that can ensure your message is delivered and heard without requiring the recipient to answer their phone in real time. Overall, this could be an effective way for your recipients to access voicemail without intrusion.

Bottom Line

In today’s fast-paced world, mastering the art of leaving a voicemail is essential for effective communication. Whether you’re making a direct call or using innovative methods, leaving a voicemail requires thoughtfulness, clarity, and a compelling call to action.

By following these strategies, you can ensure that your voicemails are engaging, respectful of the recipient’s time, and likely to prompt a positive response. Remember, whether it’s a business proposition, a follow-up, or an introduction, a well-crafted voicemail can be a powerful tool to connect and communicate efficiently in various professional scenarios.