15 Best Professional Voicemail Scripts That Every Salesperson Should Know in 2023

Sales reps are solely responsible for reaching out to clients and continuously nurturing them until they are ready to make a purchase. One of the key ways successful sales reps do this is by making sales calls to these prospects. However, a common challenge many sales reps face during sales calls is the unavailability of the prospects or being too busy to take the calls, which is where voicemail comes in.

Sadly, many sales reps struggle with leaving powerful voicemails that grab their prospect’s attention and leave a lasting impression. This is why voicemail scripts are important. These scripts are pre-made messages that sales reps send to their prospective customers to introduce them and increase their chances of remembering them and the company name for potential business opportunities.

In this blog, we will take you through the basics of voicemail scripts, elements of voicemail scripts, strategies to leave voicemails, and the 15 best voicemail scripts to use in any sales situation.

Table of Content

• What is a Voicemail Script?
• What is a Good Voicemail Greeting?
• Important Elements of a Good Voicemail Message
• Should You Leave a Voicemail When Cold Calling?
• Why Sales Voicemails Are Worth the Effort
• 15 Best Professional Voicemail Greetings Examples 2023
• 8 Strategies to Leave Voicemails That Get Callbacks

What is a Voicemail Script?

A voicemail script is a pre-written message that is used to leave a voice message when making a phone call but is unable to reach the intended recipient.

It guides what to say in the voicemail, ensuring that the message is clear and concise and effectively communicates the desired information. Voicemail scripts can vary depending on the purpose of the call, such as sales, customer service, or personal communication.

They typically include key details such as the caller’s name, contact information, the reason for calling, and a polite request for the recipient to return the call. Voicemail scripts help ensure that important information is relayed accurately and professionally, making it easier for the recipient to understand the message and take appropriate action.

What is a Good Voicemail Greeting?

A professional voicemail greeting is a well-crafted message that creates a positive impression and effectively communicates important information to callers. Here are some characteristics of a good voicemail greeting:

1. Professional and Polite: The greeting should be formal and polite, using a friendly and professional tone to convey a sense of professionalism and respect.

2. Clear and Concise: The message should be brief and to the point, providing callers with the necessary information without unnecessary details or lengthy explanations.

3. Identify Yourself: Start by stating your name and possibly your role or organization, so callers know they have reached the correct person or business.

4. Provide Instructions: Clearly communicate what callers should do next, whether it’s leaving a message, providing specific information, or suggesting an alternative method of contact.

5. Express Appreciation: Thank callers for reaching out and acknowledging their importance, making them feel valued and appreciated.

6. Personalize: Add a personal touch to your greeting by incorporating your own unique style or a touch of humor if appropriate for your professional context. This is Optional

Remember to regularly review and update your voicemail greeting to ensure it remains relevant and provides a positive experience for callers.

Important Elements of a Good Voicemail Message

A good voicemail message should contain several important elements to convey information and engage callers effectively. Here are the key elements of a good voicemail message:

1. Greeting:

Start with a professional and friendly greeting, such as “Hello,” “Hi,” or “Good [morning/afternoon/evening].” This sets a positive tone for the message.

2. Identify Yourself:

Clearly state your name and possibly your title or affiliation so callers know they have reached the correct person.

3. Apologize (if necessary):

If you are unable to answer the call or if there is a delay in returning the call, apologize for the inconvenience. This shows empathy and understanding.

4. Provide Instructions:

Clearly explain what callers should do next. For example, instruct them to leave a message, provide specific information, or suggest an alternative contact method.

5. Leave Contact Information:

If applicable, provide alternative contact details such as an email address or an alternative phone number where callers can reach you or someone who can assist them, as well as the business hours.

6. Call-to-Action:

Encourage callers to leave a detailed message with their name, contact information, and the reason for their call. Mention that you will return their call as soon as possible.

7. Express Appreciation:

Thank callers for reaching out and expressing gratitude for their time and patience. This demonstrates professionalism and courtesy.

8. Tone and Enthusiasm:

Maintain a positive and upbeat tone throughout the message. Show genuine interest and enthusiasm in helping callers.

9. Speak Clearly and Slowly:

Ensure your voice is clear and easily understandable. Speak at a moderate pace, allowing callers to follow your instructions without any confusion.

10. Time Sensitivity:

If applicable, mention any specific timeframes or deadlines for responding to the caller’s request or inquiry. This is especially crucial if you send your prospects holiday voicemail greetings.

By incorporating these elements into your voicemail message, you can effectively engage callers, provide clear instructions, and create a positive experience even when you are unavailable to answer their call.

Should You Leave a Voicemail When Cold Calling?

Whether to leave a voicemail when cold calling depends on various factors and can vary based on individual preferences and circumstances. Here are some considerations to help you make an informed decision:

1. Purpose of the Call

Consider the purpose of your call. If you have a specific reason for reaching out and believe that leaving a voicemail will help convey your message or generate interest, then leaving a voicemail can be beneficial.

2. Call Back Rate

Assess the callback rate you typically receive when leaving voicemails. If you find that leaving voicemails leads to meaningful responses and callbacks from prospects, it may be worth leaving a voicemail during your cold calls.

3. Time Constraints

Evaluate the time constraints of your cold-calling efforts. Leaving a voicemail takes additional time, especially if you personalize each message. You may want to skip leaving voicemails if you have limited time and a high volume of calls.

4. Message Relevance

Consider whether your voicemail message is relevant and valuable to the recipient. Craft a compelling message that highlights the potential benefits or solutions you offer, increasing the likelihood of a response.

5. Follow-up Strategy

Determine your follow-up strategy. If you plan to follow up with multiple touchpoints, such as sending emails or making additional calls, leaving a voicemail can serve as an initial point of contact and reinforce your message.

6. Industry Norms

Research and understand the industry norms and practices related to leaving voicemails. Some industries or regions may have specific expectations or preferences regarding voicemail usage during cold calling.

Ultimately, the decision to leave a voicemail when cold calling depends on your unique circumstances and the specific dynamics of your target audience. Consider experimenting with different approaches and track the effectiveness of leaving voicemails to determine what works best for you and your sales efforts.

Why Sales Voicemails Are Worth the Effort

Sales voicemails are a great choice for several reasons:

1. Opportunity to Make a Personal Connection

Voicemails allow you to inject a personal touch into your sales outreach. You can use your tone of voice, enthusiasm, and sincerity to create a connection with the prospect, making them more likely to engage with your message.

2. Increased Reach and Exposure

Voicemails provide an additional touchpoint to reach prospects who may not have answered your initial call. By leaving a voicemail, you increase the chances of getting your message in front of the prospect and grabbing their attention.

3. Message Reinforcement

A well-crafted voicemail can reinforce your value proposition and key selling points. It allows you to succinctly convey the benefits of your product or service, addressing pain points and offering solutions, even when the prospect is not available to speak with you directly.

4. Reminder and Follow-up Prompt

Voicemails serve as reminders and prompts for prospects to take action. Even if they don’t immediately respond to your voicemail, it can prompt them to revisit your email or other communication channels and potentially lead to a follow-up conversation.

5. Professionalism and Persistence

Leaving a voicemail demonstrates professionalism and persistence in your sales approach. It shows that you are committed to reaching out and engaging with the prospect, which can leave a positive impression and build credibility.

6. Differentiation from Competitors

Many salespeople hesitate to leave voicemails, resulting in fewer messages in the prospect’s inbox. By leaving a thoughtful and compelling voicemail, you differentiate yourself from competitors and stand out in the prospect’s mind.

7. Response and Conversion Rates

While response rates may vary, voicemails can lead to callbacks and conversions. Some prospects prefer to respond to voicemails rather than answer calls, and by leaving a compelling message, you increase the chances of them reaching out or considering your offer.

15 Best Professional Voicemail Scripts Examples 2023

Here are the 15 best professional business voicemail greeting examples that salespeople can use to make a lasting impression on their clients:

5 General Voicemail Greeting Examples

Here are five general voicemail greeting examples:

Professional Voicemail #1:

“Hello, you’ve reached [Your Name]. I’m unable to come to the phone right now, but please leave your name, number, and a brief message, and I’ll get back to you as soon as I can. Thank you.”

This greeting is professional and concise. It informs the caller of your unavailability and politely requests them to leave their name, contact information, and a brief message. Assuring them that you’ll return their call instills confidence and sets expectations for a prompt response.

Professional Voicemail #2:

“Hi, this is [Your Name]. I apologize for missing your call. Kindly leave your name, contact information, and a detailed message, and I’ll make sure to return your call promptly. Thank you.”

This voicemail greeting begins with an apology for missing the call, showing empathy towards the caller. It then requests them to leave their name, contact information, and a detailed message. The mention of returning the call promptly reassures the caller that their message will be attended to in a timely manner.

Professional Voicemail #3:

“You’ve reached the voicemail of [Your Name]. I’m currently unavailable, but I value your call. Please leave your name, phone number, and reason for calling, and I’ll do my best to respond as soon as possible.”

This voicemail greeting acknowledges the caller’s importance by stating that their call is valued. It explains your unavailability and asks them to leave their name, phone number, and reason for calling. The mention of doing your best to respond promptly conveys your commitment to addressing their inquiry or request.

Professional Voicemail #4:

“Thank you for calling. This is [Your Name]. I’m sorry I’m not available at the moment. Please leave your name, number, and a brief message, and I’ll get back to you as soon as I can. Have a great day!”

In this greeting, you express gratitude for the caller’s call. You acknowledge your unavailability and ask them to leave their name, number, and a brief message. The closing remark of “Have a great day!” adds a friendly touch, leaving a positive impression on the caller.

Professional Voicemail #5:

“Hello, this is [Your Name] speaking. I’m currently away from my phone, but your call is important to me. Please leave your name, contact details, and the purpose of your call, and I’ll reach out to you as soon as I’m available. Thank you.”

This voicemail greeting begins by stating your name and acknowledging your current unavailability. It emphasizes the importance of the caller’s call to establish their significance. It then requests them to leave their name, contact details, and the purpose of their call. The assurance of reaching out to them as soon as you’re available conveys your commitment to addressing their needs.

5 Cold Calling Voicemail Script to Create Urgency

Here are five Cold Calling Voicemail Scripts that can help create urgency:

Cold Calling Voicemail #6:

“Hi [Prospect’s Name], this is [Your Name] calling from [Your Company]. I wanted to discuss an exciting opportunity that can significantly impact your business. Our innovative solution has helped numerous companies in your industry achieve remarkable results. I would love to share more details with you. Please give me a call back at [Your Phone Number]. The sooner we connect, the sooner we can help you gain a competitive edge in the market. Thank you!”

This voicemail script creates urgency by highlighting the potential impact on the prospect’s business. It mentions successful outcomes achieved with the solution you offer, enticing the prospect to learn more. The mention of gaining a competitive edge creates a sense of urgency, encouraging them to return your call promptly.

Cold Calling Voicemail #7:

“Hello [Prospect’s Name], this is [Your Name] from [Your Company]. I recently came across some exciting news that can revolutionize the way you operate. Our cutting-edge technology has helped companies like yours achieve unprecedented efficiency gains. I don’t want you to miss out on this opportunity. Please call me back at [Your Phone Number] at your earliest convenience. Time is of the essence, and I’d love to discuss how we can help your business thrive. Thank you!”

This voicemail script creates a sense of urgency by introducing the concept of revolutionary news and efficiency gains. It emphasizes that the prospect shouldn’t miss out on this opportunity. The mention of time being of the essence highlights the need for prompt action, motivating the prospect to return your call.

Cold Calling Voicemail #8:

“Hi [Prospect’s Name], it’s [Your Name] calling from [Your Company]. I wanted to share a limited-time offer that can bring immediate benefits to your business. Our solution has been proven to increase sales by [X]% within a short timeframe. Don’t miss out on this exclusive opportunity. Give me a call back at [Your Phone Number] so we can discuss how you can take advantage of this offer. Time is running out, and I want to ensure you reap the rewards. Thank you!”

This voicemail script creates urgency by presenting a limited-time offer with immediate benefits. It mentions a specific increase in sales to illustrate the potential value. The mention of not missing out on the exclusive opportunity and time running out encourages the prospect to take action quickly.

Cold Calling Voicemail #9:

“Hello [Prospect’s Name], this is [Your Name] reaching out from [Your Company]. I have some exciting news to share that can help your business stay ahead of the competition. Our solution has gained tremendous popularity among industry leaders, and we’re offering a special incentive for early adopters. Please call me back at [Your Phone Number] to secure your spot and gain a competitive advantage. This opportunity won’t last long, so let’s connect soon. Thank you!”

This voicemail script creates urgency by highlighting the opportunity to stay ahead of the competition. It mentions the solution’s popularity and offers a special incentive for early adopters. The mention of the opportunity not lasting long encourages the prospect to take action promptly, ensuring they secure their spot.

Cold Calling Voicemail #10:

“Hi [Prospect’s Name], it’s [Your Name] calling from [Your Company]. I’ve been reviewing your company’s challenges and goals, and I believe we have a solution that can address them effectively. Our team has limited availability for consultations, and I wanted to make sure you don’t miss out on this opportunity. Please call me back at [Your Phone Number] so we can schedule a time to discuss how we can help your business thrive. I look forward to hearing from you soon!”

This custom voicemail greeting script creates urgency by mentioning the limited availability of consultations. It implies exclusivity and the potential to address the prospect’s specific challenges and goals. The mention of not missing out on the opportunity encourages the prospect to return your call promptly.

3 Funny Voicemail Greeting Examples

Here are three funny voicemail greeting examples that can bring a touch of humor and lighten the mood:

Funny voicemail #11:

“Hey there! You’ve reached [Your Name]’s voicemail. Sorry I couldn’t pick up the call right now, but don’t worry, I’m not avoiding you…well, maybe just a little bit. Just kidding! Leave me a message with your best joke or a funny story, and I’ll make sure to laugh along with you when I listen to it. Thanks for calling!”

This funny voicemail greeting adds a playful twist by jokingly mentioning avoiding the caller. It invites the caller to leave a funny message, setting a light-hearted tone and creating an opportunity for a humorous exchange.

Funny voicemail #12:

“You’ve reached the voicemail of [Your Name], the self-proclaimed Chief Procrastinator. I’m probably putting off something important right now, but I promise I’ll get back to you as soon as I’m done scrolling through cat videos on the internet. Leave me a message, and maybe we can share some procrastination tips later. Thanks for calling!”

This voicemail greeting uses humor to admit a common habit of procrastination. It adds a relatable element and lightens the mood. The mention of sharing procrastination tips creates a playful connection with the caller.

Funny voicemail #13:

“Hi, this is [Your Name]’s voicemail, also known as the black hole of phone calls. I’m afraid there’s no turning back if you’re trying to escape. But don’t worry; I promise to retrieve your message and beam it back to you as soon as I can. In the meantime, feel free to imagine that you’re floating in space. Leave your message after the cosmic beep!”

This funny voicemail greeting creates a whimsical scenario by referring to the voicemail as a black hole and inviting the caller to imagine floating in space. It adds a touch of creativity and encourages the caller to leave their message in a light-hearted manner.

Remember, when using funny voicemail greetings, it’s important to gauge your audience and ensure the humor aligns with the context and professionalism of your relationship with the caller.

2 Prospecting Voicemail Script That Builds Trust with Transparency

Building trust with prospects is crucial in sales, and transparency plays a key role in establishing that trust. Here are two prospecting voicemail script examples that prioritize transparency to build trust:

Prospecting voicemail #14:

“Hello [Prospect’s Name], this is [Your Name] from [Your Company]. I wanted to reach out and let you know that we’ve been researching companies in your industry, and we came across [Prospect’s Company]. We’re impressed by the work you’re doing and would love to explore how our solutions can support your goals. I’ll be honest, we’re not familiar with all the ins and outs of your specific challenges just yet, but we’re committed to learning more and tailoring our approach to your unique needs. I’d appreciate the opportunity to connect and discuss how we can add value to your business. Please give me a call back at [Your Phone Number]. Thank you, and I look forward to speaking with you soon.”

This voicemail script emphasizes transparency by acknowledging that you’re still learning about the prospect’s challenges and may not have all the answers yet. It shows you’re committed to understanding their needs and customizing your approach accordingly. By being upfront about your current knowledge, you build trust with the prospect and demonstrate a genuine interest in their success.

Prospecting voicemail #15:

“Hi [Prospect’s Name], it’s [Your Name] calling from [Your Company]. I wanted to be transparent and let you know that we’ve recently started expanding our services to include [specific service or industry]. While we have a strong track record in our core offerings, we’re excited to venture into new areas and provide value to businesses like yours. I understand that it can be a bit uncertain when working with a company in its early stages of expansion, but I assure you that our commitment to excellence remains unchanged. I’d love to discuss how we can support your specific needs and address any questions or concerns you may have. Please feel free to reach out to me at [Your Phone Number]. Thank you for your time, and I hope to connect soon.”

This voicemail script highlights transparency by openly sharing the fact that your company is expanding into a new service or industry. It acknowledges the potential concerns that prospects may have about working with a company during this stage. By reassuring them of your continued commitment to excellence and offering an opportunity for discussion, you build trust and demonstrate your willingness to address any hesitations they may have.

In both scripts, the emphasis on transparency helps establish trust with prospects by showing that you are open, honest, and committed to understanding their needs.

8 Strategies to Leave Voicemails That Get Callbacks

Leaving effective voicemails that prompt callbacks from prospects are an important skill for sales professionals. Here are eight strategies to help you leave voicemails that get callbacks:

1. Be concise:

Keep your voicemail message brief and to the point. Focus on the most important information and avoid rambling or excessive details.

2. Personalize the message:

Use the prospect’s name and reference specific details from your previous interactions or research. This personal touch shows that you’ve done your homework and makes the message more engaging.

3. Highlight value:

Clearly articulate the value or benefit that your product or service can offer to the prospect. Explain how it can solve their pain points or address their specific needs.

4. Create urgency:

Provide a compelling reason for the prospect to call you back promptly. Highlight time-sensitive offers, limited-time promotions, or exclusive opportunities to create a sense of urgency.

5. Use a confident and friendly tone:

Speak with confidence and enthusiasm in your voicemail. Use a friendly and approachable tone to make the prospect feel comfortable and interested in reaching out to you.

6. Leave a clear call to action:

Clearly state what you want the prospect to do next. Whether it’s scheduling a meeting, returning your call, or visiting your website, make it easy for them to take the next step.

7. Practice before calling:

Before making the call, practice your voicemail message to ensure it sounds natural, confident, and engaging. Rehearsing will help you deliver your message more effectively.

8. Follow up appropriately:

If you don’t receive a callback after leaving a voicemail, have a follow-up plan in place. This could involve sending a personalized email, connecting on LinkedIn, or trying another communication channel to increase your chances of getting a response.

Remember, leaving voicemails that get callbacks requires a combination of strategy, personalization, and effective communication. Continuously refine your approach based on feedback and results to maximize your success in generating responses from prospects.

Create Professional Voicemails That Drive Sales Conversation

Mastering the art of leaving effective voicemail scripts is essential for sales professionals. A well-crafted voicemail can create curiosity, build trust, and generate callbacks from prospects. Incorporating strategies such as personalization, value proposition, urgency, and a clear call to action can increase your chances of getting a response.

Remember to maintain a confident and friendly tone, practice your voicemail messages, and follow up appropriately to maximize your success. Experiment with different approaches, analyze the results, and continuously refine your voicemail scripts to improve your outreach efforts. With persistence, creativity, and a customer-centric mindset, you can leave voicemails that grab attention, engage prospects, and drive meaningful conversations that lead to successful sales outcomes.