Voicemail Basics

Before you dial

• Your campaign's voicemail rules checked: which attempts get a message, and which do not
• Callback number written in front of you, in 3-3-4 groups
• Contact's local time is inside the permitted calling window
• Contact is not coded DNC
• You know the one-sentence reason for the call (non-sensitive)

When to leave a voicemail, and when not to

Leave a live voicemail when	Do not leave one when
Your campaign's cadence says this attempt gets a message	Your campaign says not to on this attempt
You are inside the permitted calling window in their time	Outside the permitted window
The greeting confirms it is the right person or business, or your script has a neutral version	The greeting suggests a different person and your script has no neutral version
	The contact is coded DNC

The flow: the 5-part voicemail

Keep it to 20 to 30 seconds. Speak a little slower than in conversation.

1. Greeting and your name

You: "Hi (CONTACT FIRST NAME), this is (YOUR NAME)..."

2. Who you represent

You: "...with (COMPANY NAME)."

3. The reason, in one short, non-sensitive sentence

You: "I'm calling about (REASON, FOR EXAMPLE: YOUR REQUEST ON OUR WEBSITE / YOUR PROPERTY ON (STREET NAME) / YOUR APPOINTMENT ON THURSDAY)."

4. Callback number, twice, slowly

You: "You can reach me at (AREA CODE) ... (THREE DIGITS) ... (FOUR DIGITS). Again, that's (SAME NUMBER, SAME PACE)."

Why it works: people often start writing on the second hearing. Groups with pauses make the number easy to catch.

5. Simple close

You: "Thanks, and have a great day."

Example voicemails

First outbound attempt

"Hi (CONTACT FIRST NAME), this is (YOUR NAME) with (COMPANY NAME). I'm calling about (ONE-LINE REASON). I'd love a couple of minutes when it suits you. You can reach me at (NUMBER IN GROUPS). Again, that's (NUMBER IN GROUPS). Thanks, and have a great day."

Follow-up attempt (after an earlier conversation)

"Hi (CONTACT FIRST NAME), it's (YOUR NAME) with (COMPANY NAME), following up on our chat on (DAY) about (TOPIC). I have (WHAT YOU HAVE, FOR EXAMPLE: THE INFORMATION YOU ASKED FOR). Give me a call back at (NUMBER IN GROUPS), that's (NUMBER IN GROUPS). Talk soon."

Returning their call or inquiry

"Hi (CONTACT FIRST NAME), this is (YOUR NAME) with (COMPANY NAME), returning your call from (DAY OR TIME). I'm happy to help with (THEIR REQUEST). You can reach me at (NUMBER IN GROUPS), that's (NUMBER IN GROUPS). Thanks."

Appointment reminder or confirmation

"Hi (CONTACT FIRST NAME), this is (YOUR NAME) with (COMPANY NAME), calling to confirm your appointment on (DAY, DATE) at (TIME) your time. If that still works, no need to call back. If you need to change it, call us at (NUMBER IN GROUPS), that's (NUMBER IN GROUPS). Thank you."

Neutral version (greeting does not confirm the person)

"Hi, this message is for (CONTACT FULL NAME). This is (YOUR NAME) with (COMPANY NAME). Please call me back at (NUMBER IN GROUPS), that's (NUMBER IN GROUPS). Thank you."

No reason, no details. Someone else may hear it.

Common voicemail problems

Problem	Fix
Message too long; they delete it	One reason, one number, 30 seconds maximum
Number said too fast	Groups of 3, 3, 4 with pauses; say it twice
Sounds read from paper	Practise it out loud until it sounds like talking
Voice fades at the end	Keep energy steady through the last words and the number
Mailbox full or not set up	Do not try to leave a message. Code VM-FULL or NA as your campaign sets and follow the cadence
You make a mistake mid-message	Many systems let you re-record. If not, correct calmly: "Sorry, let me repeat the number."

Objections

Voicemail has no live objections, but callbacks often start with these:

They say when they call back	You say
"I got a message from someone. Who is this?"	"Thanks for calling back. This is (YOUR NAME) with (COMPANY NAME). I called about (REASON). Do you have a couple of minutes?"
"Why did you leave a message? Don't call me."	"Understood, I'm sorry about that. I'll remove your number right now." (Code DNC.)
"How did you get my number?"	Use your campaign's approved, truthful answer.

After the call

Enter the disposition right away (for example VM-LEFT or VM, as your campaign sets) and a short note:

(DATE) (TIME AND ZONE) · Outbound call · VM-LEFT
Who: Voicemail of (CONTACT NAME); greeting confirmed name: Yes or No
What happened: Left (FIRST-ATTEMPT, FOLLOW-UP, CONFIRMATION OR NEUTRAL) voicemail, about (SECONDS) seconds
Key details: Callback number given: (NUMBER USED)
Promised: Not applicable
Next step: Next attempt per cadence on (DATE, TIME AND ZONE)

Check yourself

1. What are the five parts of a voicemail?
2. How long should a voicemail be?
3. The greeting says a different name than the contact. What do you do?
4. May you use a prerecorded voicemail drop if it saves time?
5. Name two things you never say in a voicemail.

Answers

1. Greeting and your name, who you represent, the reason in one non-sensitive sentence, the callback number twice, a simple close.
2. 20 to 30 seconds.
3. Leave only the neutral version if your script has one, or no message. Never share the reason.
4. Yes, when it is your client's approved recording, sent to your campaign's approved list inside the calling window. AI voices and voice clones are different: never without confirmed consent and Narqix approval.
5. Any two: sensitive details (debts, amounts owed, health, legal problems, account numbers), "it's urgent" when it is not, pretending to know them.

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