How to leave professional voicemails that get a call back (with examples)

Leaving a voicemail may seem simple, but poor voicemail etiquette can cost businesses potential clients and damage professional relationships.

A well-structured voicemail improves clarity, builds trust, and increases your chances of getting a response. For many professionals, it is also the first impression you make, and first impressions strongly influence credibility.

Nine essential tips for leaving voice messages

1. What should you do before leaving a voicemail?

Plan your message before making the call. A clear structure leads to clearer communication.

Key things to remember:

• Think through your main message beforehand
• Identify the most important reason for your call
• Keep your message concise and focused
• Avoid unnecessary or background details

2. How should you introduce yourself and make it easy to get a callback?

Introduce yourself clearly and provide the information the recipient needs to respond.

This is especially important for first-time or external communication, where clarity builds trust and reduces effort for the listener.

Key things to remember:

• State your full name and company name
• Repeat your name if it’s your first contact
• Avoid informal phrases like “Hey, it’s me”
• Make sure you pronounce the recipient’s name correctly
• State whether you prefer a callback or will follow up
• Share your availability window clearly
• Be specific (e.g.: available between 2–4 PM)
• Always follow through on your commitment

3. How fast should you speak on a voicemail?

Your delivery affects whether your message is understood.

Key things to remember:

Speak at the right pace:

• Slow down when stating your name, phone number, or email
• Remember: people write slower than you speak
• Avoid rushing, especially at the end of your message
• Clarity increases the likelihood of a callback

Speak clearly:

• Pronounce words clearly and evenly
• Avoid mumbling or blending words together
• Assume the listener may only hear your message once
• Speak in a calm and steady tone
• Smile while speaking, it improves your tone

4. How long should your voicemail be and how should it vary by audience?

Keep your voicemail under 30 seconds. Think of it as an introduction, not a full conversation.

Key things to remember:

• Focus only on the main purpose of your call
• Avoid long explanations or unnecessary context
• Remove any non-essential information
• Save detailed discussions for the follow-up

Adjust your message based on your audience

Different audiences have different expectations, so your voicemail should reflect that.

For senior executives:

• Keep it under 20 seconds
• State your purpose immediately
• Mention any relevant connections or context

For potential clients:

• Highlight how you can solve their problem
• Focus on value rather than just information
• Suggest clear next steps

For international contacts:

• Speak more slowly
• Avoid slang or cultural references
• Be mindful of time zone differences

5. What contact details should you include?

End your voicemail with clear and repeatable contact details. The easier you make it to respond, the more likely you are to receive a callback.

Key things to remember:

• Repeat your name and phone number at least twice
• Use pauses when stating numbers
• Spell out your email if needed
• Clarify letters using simple words (e.g.: D for Dog)

6. How should you end a voicemail professionally?

Finish your voicemail on a polite and positive note. A strong closing leaves a lasting final impression.

Key things to remember:

• Use phrases like:
  • I look forward to hearing from you
  • Speak to you soon
• Avoid overly generic closings
• Do not repeat your entire message again

7. What should you do if your voicemail gets cut off?

If your message is interrupted, call back and complete it professionally.

Key things to remember:

• Start by acknowledging the previous call was cut off
• Keep the second message brief
• Repeat your name and contact details again

8. How can you overcome voicemail anxiety?

Many professionals feel nervous leaving voicemail. This is normal. Research shows that 73% of professionals feel anxious when leaving messages for senior stakeholders or clients.

Confidence comes from preparation and repetition.

Key strategies to build confidence:

• Write down key talking points before calling
• Practice your message aloud
• Record yourself and review your delivery
• Start with low-pressure calls to build comfort

9. What technical factors affect voicemail quality?

Even a well-prepared message can fail if it is hard to hear.

Key things to check:

• Use a strong phone signal where possible
• Avoid noisy environments (traffic, office chatter)
• Hold the phone at an appropriate distance
• Test your audio quality beforehand

When should you leave a voicemail (and when should you not)? 

Use voicemail strategically to improve communication outcomes.

Leave a voicemail when:

• Applying for jobs or returning interview calls
• Speaking with potential clients
• Working in customer service or sales
• Making first-time business contact

Avoid voicemail when:

• The message is urgent and requires a quick response
• You need to share detailed or complex information
• The recipient prefers another communication channel
• You are following up multiple times without new information
• The relationship is already informal or ongoing

Example: Poor voicemail vs effective voicemail

Poor voicemail example

“Hi, um, this is Patty calling. I was just following up on something we spoke about earlier. Give me a call back when you get this. Thanks.”

Why this often fails

• No clear surname or company
• Purpose of the call is vague
• No urgency or value explained
• No contact details repeated
• Puts effort back on the listener to work out context

Effective professional voicemail example

“Hello Alex, this is Patricia Partridge from Airswift. I’m calling to follow up on our conversation about the content marketing role you mentioned last week.

I’d like to ask one quick question before we move forward.

You can reach me on 012 345 6789 – that’s 012 345 6789. I’m available today between 2 and 4pm.

I look forward to speaking with you.”

Why this works

• Clear identification and company context
• Specific reason for the call
• Short and focused (under 30 seconds)
• Contact details repeated clearly
• Availability stated, making it easier to respond

Below are a few more examples of good voicemails:

Casual (internal / known contact)

“Hi James, it’s Karen from marketing. Just wanted to check in on the content brief for the campaign.

You can reach me at extension 234. I’ll be around this afternoon. Thanks.”

• Best for: colleagues or ongoing internal work
• Tone: relaxed but still clear and purposeful

Semi-professional (existing client or familiar contact)

“Hi Sarah, this is Francis Finch from Airswift. I’m calling to follow up on the draft proposal we shared earlier this week.

You can reach me on 012 345 6789 – that’s 012 345 6789. I’m available between 3 and 5 PM today.

Looking forward to your thoughts.”

• Best for: existing relationships
• Tone: friendly, structured, slightly less formal

Fully professional (new client / formal outreach)

“Hello Mr. Tan, this is Beverly Bluelark from Airswift. I’m calling regarding a potential collaboration opportunity related to your current hiring needs.

I’d welcome the chance to briefly connect.

You can reach me on 012 345 6789 – that’s 012 345 6789. I’m available tomorrow between 10 AM and 12 PM.

I look forward to speaking with you.”

• Best for: first impressions, external stakeholders

Partner with Airswift for communication-focused career opportunities

With our presence in over 150 locations worldwide, our recruitment teams understand the communication standards expected in different markets and industries.

Visit our jobs site to explore the latest opportunities in STEM industries.