The 4 elements of an effective voicemail
No two voicemails are the same, but the most effective ones tend to have a few things in common. To leave messages that get responses from candidates, there are a number of key pieces you’ll need to deeply understand. Here are four essential elements to incorporate in every voicemail to candidates.
1. Your name and title
Stating who you are right away will prevent the recipient from trying to remember who you are instead of listening to the message.Additionally, make sure you state the name of your company and the role you play in it. This can build your credibility with the candidate, making it more likely that they’ll give you a call back.
2. The reason you’re calling
Besides your name and title, the next piece of key information is the reason you’re calling. This could be anything from scheduling an interview to simply discussing their potential future with your team. Make this information clear right away so your recipient isn’t left to wonder as they listen.
3. What’s in it for them
Now that the recipient knows why you’re calling, it’s important to give them a reason to take action. This could be as simple as mentioning an opportunity at your company. Feel free to get more detailed by listing the name of the position or the nature of the role to pique their interest.
4. How to get in touch
Finally, leave your candidate with an actionable step. In most cases, this will mean returning the phone call. Before hanging up, state your number and availability so they know when you’re able to take their call. If you might not be the one to pick up the phone, restate your name so they know who to ask for.
Voicemail scripts for recruiting and hiring
Knowing what makes an effective voicemail is one thing, but putting it all into action is another. To help you turn these elements into a callback message that gets results, here are some recruiting voicemail scripts. Personalize each one with your information to make them work for you.
1. The quick and simple
In some cases, a simple message will get the job done. This is especially true for candidates you’ve already spoken to in the past or when you’re following up on an inquiry.
When leaving this kind of voicemail, all you really need to include are the four key elements mentioned above. For example:
Hi [candidate’s name], my name is [your name] calling from [your company]. I was hoping to speak with you regarding the [job title] role.Please give me a call back at your earliest convenience so that we can discuss the position further. You can reach me at [your number] anytime between [your availability]. I look forward to speaking with you.
While this voicemail gets the desired message across, it also leaves just enough unsaid to pique the recipient’s curiosity. In many cases, this alone is enough to earn you a call back.
2. The explainer
For some candidates, a succinct voicemail isn’t enough to warrant a return call. For instance, you may want to include more information in your voicemail if you haven’t spoken to the candidate before:
Hello, this is [your name] from [your company]. I’m reaching out to you regarding a brand new opportunity that’s just opened up on our team. Based on your qualifications, we think you might be a great fit for the role. Please give me a call back so we can chat about our next steps moving forward. You can contact me at [your number] anytime between [your availability]. I hope to hear from you soon.
This callback message can also be used as a follow-up to the shorter method mentioned above. Feel free to add pertinent information about the role for extra clarification as you see fit.
3. The backstory
You likely already have some tried-and-trusted strategies that help you locate quality job candidates. When leaving a voicemail, consider mentioning how the recipient came to your attention.
Hi, this is [your name] from [your company]. I received your information from [where you received their information] and think you might be a great fit for [the position]. I’d like to schedule a call with you to discuss the opportunity. Please give me a call back at [your number]. I look forward to hearing from you.
Whether it’s through an application or word-of-mouth recommendation, stating how the candidate came to your attention can boost your credibility. In some cases, it may even establish a connection that could result in a faster call back.
4. The follow-up
Sometimes, you may have a candidate who’s hard to reach. When this happens, voicemails become even more useful as a way of following up. In a follow-up voicemail, restate all key information but make it clear that this isn’t the first time you’ve reached out.
Hello [their name], this is [your name] from [your company]. I contacted you a few days ago regarding [the position] and wanted to follow up to see if you’d still be interested in the opportunity. Please give me a call back at [your number] as soon as possible. Thank you.
When following up, it’s okay to avoid going into too much detail, especially if you already did so in an earlier message. But if the candidate is one you just can’t let go of, a quick voicemail may earn you a call back.
FAQs about leaving voicemail messages and scripts
Why aren’t my calls getting returned?
There are several reasons you might not be getting any calls back. If you left a short voicemail, follow up with a message that includes more detailed information. But if you’ve already called several times, it’s possible that the recipient simply isn’t interested in your offer at this time.
How many voicemails is it appropriate to leave?
Voicemails are a useful recruiting tool, but leaving too many is never a good look. Start by leaving a quick, succinct message to let them know why you called, and then switch to a more detailed message later if you don’t hear back.
If you still don’t get a response, feel free to leave a follow-up message before calling it quits. Luckily, in a world where email correspondence is king, you can always type out a quick message before giving up on someone completely.
What should I do if they answer the phone?
If your candidate answers the phone, then you can save your recruiting voicemail script for next time. Simply state your key information to your recipient in real time.
