This article is sponsored by ZipRecruiter, the #1 hiring site for job seekers. | Photo by Diogo Brandao on Unsplash
You've reached the mailbox of 9-1-7-...Sound familiar?
According to Hubspot, the perfect length of a voicemail message is 20-30 seconds.
A typical speaking cadence is 100 to 150 words per minute, so you have about 50-75 words to get your point across with clarity and precision. We know that leaving a voicemail can be a nerve-wracking and awkward experience, but it doesn't have to be.
We teamed up with ZipRecruiter to do what they do best—unlock new and exciting job opportunities.
Part of anyone's job search is calling and (sometimes) leaving voicemails. And stick around for our best tricks on how to leave a ringless voicemail, if that's what you'd prefer to do.
Why Would I Even Need to Leave A Voicemail?
Isn't everything done over email? Why can't I send a quick email or a text? While many interactions tend to happen over written electronic communication, knowing how to respond to a missed call from a recruiter or a hiring manager is going to be huge.
For job seekers looking for positions that rely heavily on verbal communication, your first voicemail might be what sets you apart.
For sales, marketing, telecommunications, or administrative roles, your 20-second message might be your big entry point.
When you're calling into a scheduled phone interview, a follow-up interview, or any number of job-related calls, you are likely to encounter a voicemail box at some point, so be ready! ZipRecruiter has a few tips to ensure that you ace any phone screen (and, yes, we think the voicemail is a part of that, thanks for asking!)
Regardless of how you feel about leaving a voicemail or talking on the phone in general, it's simply one of those skills we should practice so that we can navigate our networking or job hunting with ease.
5 Tips to Help You Leave a Legendary Voicemail
Yep, we said it. Follow these following tips (and a few hacks) to ensure that you leave a voicemail that conveys your personality and any pertinent information within 20-30 seconds.
1. Prep Your Script
We are huge supporters of a prepared and scripted voicemail, especially during the job hunt. This doesn't mean we think you should read a written message into your android or iPhone. Rather, have the details you want to share—and make sure they're concise. Write them down in list form and check them off as you leave your voicemail. Here's ane example.
- My name
- Why I'm calling
- How we connected, in reference to [JOB]
- My phone number
- Read my phone number again, slowly
What is it that you need to convey in this message? Were you instructed to call at a certain time to discuss a job opportunity? Are you calling someone back because you missed their unscheduled call?
In this voicemail, communicate the basics without turning your voicemail into its own 90-second sales call.
Here are a few examples:
Calling Back Voicemail
Hello, this is [FIRST NAME, LAST NAME] returning your call from [DATE and TIME]. I'd love to discuss the [JOB ROLE] with you at your convenience. Please feel free to call me back between [TIMES] or email me at [EMAIL]. As a reminder, my phone number is [INSERT PHONE NUMBER NUMBER]. That's [READ NUMBER AGAIN]. Thank you and have a great day!
Calling at a Designated Time Voicemail
Hello, this is [FIRST NAME, LAST NAME]. I'm calling to discuss the [JOB ROLE] as we discussed over email. I'm sure you're very busy, but I'm available from now until [DESIGNATED TIME] or tomorrow at [DESIGNATED TIME]. As a reminder, my phone number is [INSERT PHONE NUMBER]. That's [READ NUMBER AGAIN]. Thank you and have a great day!
2. Listen To Yourself
Before leaving a voicemail—or potentially leaving one, if you're super nervous—practice. Maybe this sounds silly, but so what? If preparation makes you feel more confident and in control, then practice away!
Create your script and record your voicemail a few times. Listen to yourself, make changes, and—most likely—slow down when you speak. When we're nervous, we can tend to let all the words just tumble out of our mouths.
Be sure to enunciate your name and your number. We always encourage folks to leave a callback phone number twice, in case the voicemail cuts out. You might also apply this 2x rule to your name—and mention your full name twice in your voicemail.
Finally, keep an eye on the timing of your voicemail. Nobody wants to listen to a long voicemail from a caller, especially once whose number they might not recognize off the bat.
When you record your test runs, try to land in your 20-30 second "sweet spot".
Pro Tip: If you really want to know what your voicemail sounds like coming from your mobile phone, then leave a real message with a roommate, your partner, or a landline phone (if you have one!)
Queue up your message on that voicemail account to assess the quality of the message, the clarity of the information you shared, and whether or not you should go searching for more bars when you actually leave your message.
3. Ooze Intelligence + Confidence
If you have a sparkling personality, let that come across in your voicemail, too!
If you remember 1999's Bridget Jone's Diary, you might remember this advice from Bridget's close friend, Shazzer.
When networking at a party, she explains, "ooze intelligence" by adding thoughtful details and connective anecdotes. The same can apply to a simple 20-30-second voicemail.
Try something like this:
Hello there, [FULL NAME]. It was great to connect on LinkedIn about [JOB OPENING, NETWORKING OPPORTUNITY]. I have admired your work for some time, specifically [A CAMPAIGN, PIECE OF WRITING, PODCAST APPEARANCE].
4. Include Relevant Details
Finally, if there are any details to include in order to create the most clarity, include them. If you're calling at an unscheduled time, refer back to a mutual connection, an email you exchanged, or an encounter in which you may have met in person.
Other details to include in your voicemail can be
- Giving an alternate contact method,
- Sharing a better time to call back
- A promise that you'll follow up with an email tomorrow.
5. Close With a "Next Time" Line
In HubSpot's article on leaving the perfect sales email, they mention leaving a "Next time we speak..." ending to your voicemail.
As a job seeker, you can actually take many tips from salespeople. Bear in mind that the "product" you're selling is, well, you.
In this closing sentence in a voicemail, you can try two variations of the "Next time..." voicemail closing.
- Next time we speak, I'd love to tell you a story about how a trip to the ER made me want to become a [JOB TITLE]
- Next time we speak, I'd love to hear more about your [EXPERIENCE AT COMPANY, RECENT CONFERENCE, EXPERIENCE WRITING A BOOK, ETC]
We love both approaches—and here's why. With the first approach, you can tease a story or anecdote about yourself. It's a great way to show your personality while leaving a compelling cliffhanger in your voicemail. Who doesn't love a cliffhanger?
The second approach can show your deep knowledge of the person you're calling. In addition, it allows them to prepare to talk about themselves.
Both of the "next time" approaches establish more rapport before your next phone call even begins.
What About Your Own Outgoing Voicemail Message?
Speaking of mastering the voicemail, is your voicemail even set up. There are some pretty—err—compelling statistics about folks' use of voicemail nowadays. If you're starting a job hunt and using your phone number as a contact method, make sure that your voicemail box is set up to receive messages.
In addition, it's only an advantage to have a professional voicemail greeting set up instead of the standardized (and way too long) robot-read of your phone number. This ensures that any caller knows that they've reached the correct phone.
You don't need to reinvent the voicemail. Keep it quick and simple, so that the caller can leave their voicemail for you. Try something like this:
Hello there, you've reached [FULL NAME] and it looks like I'm busy at the moment, so please leave your name and number and I'll return your call as soon as I can.
...or a slight variation, like this:
You've reached [FULL NAME] but I can't get to the phone right now. Please leave your name and number and I'll be sure to get back to you. Have a great day!
How to Leave a Voicemail Without Calling
Ooh, you trickster you! If your overall intention is to go straight to voicemail, well, there is an app for that. Actually, there are a few ways you can do so.
We're all familiar with the feeling of calm that may wash over us when we hit voicemail—especially when it comes to a call we're nervous to make. It buys us an extra few minutes to prep and it allows us to make our own first impression via voicemail.
Apps That All You to Go Directly to Voicemail
No phone rings, no problem!
Services like slydial will actually allow you to bypass the dial and go straight to voicemail. Slydial works on both Android and iPhones. Once installed, all you have to do is click on a contact to go straight to voicemail.
Voicemail Disguised as a Text
According to a study by Gartner, text message and SMS open rates can be as high as 98%.
If you want to send a faux voicemail, you can try slipping a recording into a text.
The caveat here is that you must be calling a mobile phone for your "voicemail-text" to be delivered successfully. You also want to make sure that the person you're calling recognizes your number before inserting an audio file. If you've exchanged texts before, then you're golden!
When Their Voicemail Box is Full
This can be a fairly common occurrence for a hiring manager, recruiter, or for someone who doesn't clear out their voicemails.
If their voice messaging mailbox is full, you can also try the text-voicemail approach. With this method, make sure to follow up with an email or a LinkedIn message if you don't hear back within a few days. When doing so, share your phone number in your message, so that your contact knows where to find your message. Your follow-up written message can go something like this:
Hi There, [NAME],
This is [YOUR FULL NAME] calling to follow up on our discussion about [OPPORTUNITY]. I tried phoning the number you shared, but the voicemail box was full. I left my "would-be voicemail" in text form. If you saw a text from [YOUR MOBILE PHONE NUMBER], that's me!
Regardless, I'd love to connect with you at your convenience. Here are a few times I am available over the next week. If none of these work for you, I am flexible next week.
[PROPOSED TIME A]
[PROPOSED TIME B]
[PROPOSED TIME C]
Thanks for your time,
[EMAIL SIGNOFF],
[NAME]
[YOUR EMAIL, YOUR PHONE NUMBER, YOUR LINKEDIN PROFILE]
This is [YOUR FULL NAME] calling to follow up on our discussion about [OPPORTUNITY]. I tried phoning the number you shared, but the voicemail box was full. I left my "would-be voicemail" in text form. If you saw a text from [YOUR MOBILE PHONE NUMBER], that's me!
Regardless, I'd love to connect with you at your convenience. Here are a few times I am available over the next week. If none of these work for you, I am flexible next week.
[PROPOSED TIME A]
[PROPOSED TIME B]
[PROPOSED TIME C]
Thanks for your time,
[EMAIL SIGNOFF],
[NAME]
[YOUR EMAIL, YOUR PHONE NUMBER, YOUR LINKEDIN PROFILE]
In Conclusion, Voicemail is Here to Stay (For Now!)
Now that you've got all the nitty-gritty, maybe it's time to start practicing your voicemail skills. Leave a voicemail for your mom, a sibling, or your best friend.
Get comfy and get hired! Try ZipRecruiter, the #1 rated job search app on IOS and Android, to find your next great job.
