5 Rules to Keep Your Voice Mails Short and Effective


We’ve all had days spent almost entirely on the phone, leaving voice mails for prospective and current customers—but getting no responses. However, if used effectively, voice mail can be a great way to leave a brief but useful message for a prospective customer.

Follow these five voice mail rules to get more calls back from your customers:

  1. Rely on a roadmap.

    Craft and rely on a road map to guide you and help you stay focused when you’re leaving a voice mail. You don’t have to read it word for word—let it serve as an aid to clarify the key points you want to convey.

  2. Keep the message short and simple.

    A voice mail should be about 30 seconds long—but no longer than 90 seconds. You can pack key points of information into that time frame, but don’t try to squeeze in so much that you overwhelm the receiver. Communicate one key point you want to make and see if it spurs your recipient into action.

  3. Create a sense of urgency.

    Let your prospects know that you’ll follow up within a few days if you haven’t heard back—this also will give you a reason to reach out again in hopes that you’ll reach them in person the next time.

  4. Use teasers.

    Tell your audience that you have something of value for them: an update, a brochure, an article, a tool, etc. When you follow up, you’ll have something to reference for discussion purposes, and your audience won’t feel like you’re simply soliciting business.

  5. Cover their issues.

    Focus on what your customers can get from you that will benefit them. What can you help them resolve? Can you make their jobs easier? Save them time or money? Try to quickly address one or two of these issues.

Think your sales calls and voice mails could use improvement? In our Consultative Selling Skills Program, you’ll learn how to create a natural rapport with customers and prospects, lead customers to the close without creating pressure and practice effective closing styles.

Interested in learning on your schedule? Check out our Virtual Learning Program.