How to Leave the Perfect Voicemail Every Single Time

Voicemails are among the most essential tools in a sales rep’s arsenal. While often underappreciated, a well-crafted voicemail can set you apart from competitors, build trust, and ultimately drive engagement with your prospects. However, voicemails also represent one of the biggest challenges for sales reps—many struggle to create concise, compelling, and actionable messages.

With pickup rates averaging just 13% for sales calls, most calls inevitably go to voicemail. Yet, 80% of sales require at least five follow-ups to close, making voicemail a critical piece of a persistent, multi-channel sales strategy. It’s clear that leaving an effective voicemail isn’t just a good habit—it’s essential to closing deals.

This guide will teach you how to:

• Create strong voicemails that resonate with your audience.
• Avoid common mistakes that can ruin your message.
• Personalize voicemails at scale for different personas, lead sources, and outreach stages.
• Use voicemail best practices and tools to improve your sales success rates.

Following the strategies and insights in this guide, you can master the art of sales voicemails and make every message count.

Why Voicemails Are Essential for Sales Success

Building Trust Through Personalization

A voicemail isn’t just about asking for a callback—it’s often your prospect’s first direct interaction with your brand. Whether you’re contacting a lead, a prospect, or an existing customer, your voicemail leaves an impression that can shape how they perceive you and your company.

A Key Component of Multi-Channel Outreach

Voicemails work best with other touchpoints like email, LinkedIn, or SMS. Sales voicemails paired with email outreach have a 40% higher response rate than standalone emails. A voicemail can reinforce your email message, add a human touch, and increase the likelihood of a prospect engaging with your other outreach efforts.

How to Create Effective Sales Voicemails

1. Be Concise and Focused

The optimal voicemail length is between 8 and 14 seconds. This ensures that your message is short enough to respect your prospect’s time while still delivering value.

Example Script:
“Hi , this is from . I wanted to share a quick insight on how companies like yours are . I’ll send more details via email—feel free to reply or call me back at .”

2. Avoid Filler and Indecisive Language

Using filler words like just, um, or like weakens your message and makes you sound less confident. Similarly, avoid indecisive phrases like hopefully, kind of, or might. Instead, make your message clear, confident, and direct.

3. Use Permission-Free Phrasing

Phrases like “Can I just have a moment of your time?” or “Sorry if I’m bothering you” come across as apologetic and diminish the value of your message. Focus on confidently presenting your value proposition instead.

4. Tailor Your Message to the Prospect

Personalization is the key to an engaging voicemail. Tailor your message to the prospect’s persona, lead source, or stage of outreach.

Example for a Demo Request Follow-Up:
“Hi , this is from . Thanks for requesting a demo—I’d love to show you how we can help your team . Let’s schedule a time to connect this week. My number is .”

5. Provide Clear Value

Your voicemail should always answer the question: “What’s in it for me?” Focus on the value you can deliver, rather than your product features.

Example Script:
“Hi , this is from . We recently helped increase , and I’d love to explore how we can do the same for you. I’ll follow up with more details via email. My number is .”

6. Leave the Door Open

Instead of closing your voicemail with “Goodbye,” use language that keeps the conversation open. For example:

• “I’ll follow up with more details in an email.”
• “Looking forward to connecting soon.”
• “Let’s schedule a time to discuss this further.”

This signals that the interaction is ongoing and encourages the prospect to engage.

Personalizing Voicemails at Scale

Group Voicemails by Persona

Tailor your voicemails to different types of buyers. For example, a VP of Sales will have different concerns than someone in RevOps, so your message should address their unique pain points.

Example Script for a Sales Persona:
“Hi , this is from . I wanted to share how we’re helping VPs of Sales like you improve . I’ll send over more details via email—feel free to call me back at .”

Group Voicemails by Lead Source

A lead who downloaded an eBook may require a different message than one who requested a pricing quote. Organizing your voicemails by lead source allows you to craft highly relevant messages.

Adapt Voicemails to the Sales Cycle

The timing of your voicemail matters. For instance, your first voicemail to a prospect should focus on building awareness, while later messages can reflect the progress of your relationship.

Example Progression of Voicemails:

1. First Voicemail: “Hi , this is from . I noticed you , and I’d love to share how we’re helping companies like yours . Let’s connect—my number is .”
2. Second Voicemail: “Hi , from again. I’m just following up on the voicemail I left yesterday. I’d love to find a time to connect this week. My number is .”
3. Third Voicemail: “Hi , it’s again. I know it’s been a few days since I reached out, but I wanted to follow up to see if we can connect. I’ll send another email with my availability. Looking forward to hearing from you!”

What to Avoid in Sales Voicemails

Casual or Unprofessional Language

Starting with “Hey” or using overly casual language can make you seem unprofessional, especially on a first outreach. Aim for a friendly yet professional tone instead.

Mentioning Competitors

Avoid referencing competitors, especially if you’re framing them negatively. Focus on the value you can provide rather than creating unnecessary competition.

Complex Jargon or Buzzwords

Using too much industry jargon can alienate prospects, especially if they’re not familiar with the terms. Keep your language simple, clear, and relatable.

Shaming the Prospect

Avoid phrases like “I know you’re busy” or “Sorry for disturbing you.” These diminish the importance of your message and make you seem like an inconvenience.

Closing the Conversation

Don’t end with “Goodbye.” Instead, use phrases that invite further engagement, such as “Let’s connect soon” or “Looking forward to your response.”

Tools to Improve Voicemail Success

RingDNA Voicemail Drop

Tools like RingDNA Voicemail Drop allow sales reps to record and save personalized voicemails for different personas, lead sources, and stages of outreach. With a single click, you can leave a perfectly crafted voicemail and move on to your next call—saving time and ensuring consistency.

Call Recording for Coaching

Recording voicemails allows reps and managers to review and refine messaging. At Revenue.io, team coaching sessions often include analyzing voicemail recordings to identify areas for improvement.

Snippet-Friendly Takeaways

Here are the key strategies for mastering sales voicemails:

• Keep it Short: Aim for 8–14 seconds to maximize engagement.
• Focus on Value: Clearly articulate how you can help the prospect.
• Personalize at Scale: Tailor messages to personas, lead sources, and sales stages.
• Avoid Filler Words: Eliminate weak language like “just” or “might.”
• Use Automation: Tools like RingDNA Voicemail Drop save time and improve consistency.
• Be Persistent: 80% of sales require five or more follow-ups, so don’t give up.

Master Your Sales Voicemails

Sales voicemails are a critical tool for building relationships, driving engagement, and standing out in competitive markets. By following these strategies, personalizing your messages, and avoiding common pitfalls, you can turn voicemail into a key driver of your sales success.