The Ultimate Sales Voicemail Strategy Guide to Get More Callbacks

Voicemails are one of the most underutilized tools in sales today. While email and social selling often take the spotlight, voicemails offer a unique opportunity to create a personal connection, capture attention, and drive meaningful engagement.

In fact, voicemail can be a game-changer when used as part of a multi-channel approach. Pairing it with email outreach, for instance, can yield a 40% higher response rate than standalone emails. And persistence pays off: while only 2% of cold calls result in an appointment, 80% of sales require at least five follow-up calls to close.

This guide will walk you through how to leave a perfect sales voicemail by:

• Unveiling the top sales voicemail strategies to boost success rates.
• Providing actionable voicemail scripts for sales calls across various scenarios.
• Highlighting the top tools for sales voicemail automation in 2025.
• Sharing proven sales voicemail techniques that improve response rates and drive engagement.

By the end, you’ll have everything you need to take your voicemail game to the next level and close more deals.

Why Voicemails Are Critical to Sales Success

A Key Component of Multi-Channel Strategies

We’re seeing that cutting through the noise is harder than ever. Prospects receive hundreds of emails and LinkedIn messages daily, but very few voicemails. A well-crafted voicemail stands out, adds a personal touch, and builds trust faster than text-based outreach.

You can amplify your overall engagement when combined with other outreach channels like email and social media. Sales voicemails paired with email outreach have a 40% higher response rate than standalone emails.

Persistence Pays Off

Voicemail is also a key tool for persistence, which is essential for success in sales. Here’s why:

• Only 2% of cold calls lead to an appointment.
• 80% of sales require five or more follow-ups to close.

Incorporating voicemails into your follow-up strategy ensures you stay top-of-mind with prospects, increasing the chances of a successful outcome.

The Purpose of a Perfect Voicemail

Many sales reps believe that the goal of leaving one is to get a callback. But is that the best measure of success? Not necessarily.

The true purpose is to:

1. Capture attention and spark curiosity about your product or service.
2. Establish credibility and build trust with your prospect.
3. Drive engagement across other channels, like email or LinkedIn.

For example, a great voicemail might inspire a prospect to:

• Respond to an email you sent earlier.
• Visit your website to learn more.
• Call you back—or forward your message to a decision-maker.

By focusing on overall engagement rather than just callbacks, you can maximize the impact of your strategy.

Top Sales Voicemail Strategies to Boost Success Rates

1. Keep It Short and Focused

The optimal length for a voicemail is between 8 and 14 seconds, ensuring it’s concise while capturing the prospect’s attention. Long-winded messages often lose interest before the prospect even considers calling back.

Example Script:
“Hi , this is from . I wanted to share a quick tip on how companies like yours are . I’ll follow up with an email—feel free to reply or call me at .”

2. Always Provide Context

Context is king. Reference something relevant to the prospect, such as a LinkedIn connection request, an eBook they downloaded, or a recent news update about their company.

Example Script:
“Hi , this is from . I noticed you recently and wanted to share how we’ve helped companies like yours . I’ll send you more details via email. My number is .”

3. Sell the Dream, Not the Features

Focus on outcomes, not product features. Describe how your solution will improve the prospect’s life or business.

Example Script:
“Hi , this is from . Imagine doubling your team’s daily sales conversations without increasing headcount—that’s what we help companies achieve. I’ll send you an email with more details, or you can reach me at .”

4. Be Warm and Likable

Your tone matters just as much as your message. Be approachable, enthusiastic, and genuine. Humor can also work in some cases, but sounding fun and personable is always a win.

5. Ask for What You Want

Be clear and direct about what action you want the prospect to take.

Example Script:
“I’d love to schedule 10 minutes to show you how we’re helping companies like yours improve sales efficiency. Let me know if Tuesday or Thursday works for you.”

6. Give Your Contact Information Twice

Make it easy for prospects to respond by repeating your name, company, and phone number twice—once at the beginning and again at the end of the voicemail.

7. Be Persistent

Don’t give up after one voicemail. Data shows:

• 11% of calls get a response on the first attempt.
• 22% on the second attempt.
• 33% on the third attempt.

Keep following up with a combination of voicemails, emails, and other touchpoints.

8. Mention a Relevant Observation

Ground your voicemail in something specific to the prospect.

Example Script:
“I noticed your company recently . We’ve worked with similar companies to , and I’d love to share some insights.”

9. Leverage Voicemail Automation

Voicemail automation tools like Revenue.io’s Voicemail Drop allow you to leave pre-recorded messages with a single click. This ensures every voicemail is perfectly crafted, saves time, and allows reps to focus on live conversations.

10. Record and Review Your Voicemails

Recording your voicemails allows you to identify what works and improve your delivery. Host team review sessions to share feedback and best practices.

11. Project Energy and Enthusiasm

Your excitement is contagious. Sound confident and passionate about what you’re offering to inspire interest from the prospect.

Expanded Voicemail Scripts for Every Sales Scenario

For Prospecting

“Hi , this is from . I work with to . I’d love to share how we helped achieve . I’ll send an email with more details—feel free to reply or call me back at .”

For Follow-Ups

“Hi , this is from . I’m following up on the email I sent yesterday about . Let me know if you’re free to chat this week—I’d love to explore how we can help you . My number is .”

For Closing Stages

“Hi , this is from . Based on our previous conversations, I wanted to share one final tip on how we can . I’ll send over a quick email recap as well. My number is .”

Top Tools for Sales Voicemail Automation in 2025

Using the right tools can transform your strategy:

• Revenue.io Voicemail Drop: Easily leave pre-recorded voicemails with a single click, ensuring consistency and saving time.
• Call Tracking Tools: Record and analyze voicemail performance to refine your approach.
• CRM Integrations: Automate follow-ups by linking voicemails with email and call sequences.

Snippet-Friendly Takeaways

Here are the key strategies for sales voicemail success:

• Keep it Short: Stick to 8–14 seconds to hold attention.
• Be Persistent: 80% of sales require five follow-ups, so don’t give up.
• Leverage Automation: Use tools like Revenue.io to streamline voicemails.
• Provide Context: Reference something specific to the prospect for relevance.
• Sell the Dream: Focus on outcomes, not features.

Level Up Your Voicemail Strategy

These are a powerful, often underutilized tool in modern sales. By incorporating these strategies, leveraging the right tools, and perfecting your scripts, you can stand out from the competition, drive engagement, and ultimately close more deals.

For more tips on how to leave voicemails that get responses, check out our free eBook How to Maximize Response Rates from Sales Voicemails. 

Leave the Perfect Voicemail Everytime

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 Drop allow sales reps to record and save personalized voicemails for different personas, lead sources, and outreach stages. 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.

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 it into a key driver of your sales success.