How to Leave a Professional Voicemail

Man on phone with leaving a voicemail

A recruiter called you about a job you’re really interested in, but you weren’t able to pick up the phone. They left a voicemail saying they were interested in talking to you about the opportunity and asked you to give them a call back, so you did. Unfortunately, they were unavailable, and now you need to leave a professional voicemail. Keep reading to learn how to leave a professional voicemail that’ll make you stand out.

There are 7 basic components to an effective voicemail message. Check out our step-by-step guide below, and download 3 free scripts.

  1. Introduce yourself using your first and last name.
  2. Reference what position you’re calling in regard to.
  3. Speak slowly and clearly.
  4. Leave a call-back number.
  5. Include a good time to reach you.
  6. Keep it short.
  7. End with a ‘thank you.’

Introduce Yourself

Start your message with, “Hi, (Name of the Person Who Called), this is (Your First and Last Name).”

Reference Why You’re Calling

Many recruiters are trying to hire for multiple positions at once. Help them quickly remember who you are by mentioning what job you’re calling in regard to.

“I’m returning your call about the (Job Title) position.”

Speak Slowly and Clearly

Any time you make a job-related call, choose a quiet place where you won’t be interrupted. When you’re leaving a voicemail, background noise can make it hard to hear what you’re saying.

Speak clearly and slower than you normally would when leaving your name and contact information. When your voicemail is being listened to, you want it to be easy for the listener to take down your information without missing the rest of your message.

Leave a Call-Back Number

This is the number one thing people forget to do when leaving a voicemail. It’s understandable, since cell phones automatically save call-back information, but you want to make it as easy as possible for the recruiter to get in touch with you.

You can leave your phone number twice if you want to – once in the beginning of the message, and again at the end.

“You can reach me on my cell phone at (Your Phone Number).”

Include a Good Time to Reach You

If you’re in class or at work during normal business hours, leave one or two good times to reach you in your message. This helps the recruiter coordinate a time where you’ll be able to have a conversation – which is the goal!

“I’m free today from (Time) to (Time), and tomorrow from (Time) to (Time).”

Keep it Short

A voicemail shouldn’t be very long, since you’re just letting the listener know you received their call and would like to get in touch with them to discuss the opportunity further. If you get nervous leaving messages, try practicing your short message a few times before calling. Planning what you’re going to say ahead of time will also help minimize any rambling.

End with a “Thank You”

Everyone likes to feel appreciated, and recruiters are no exception! Common courtesy goes a long way, and can help you create a positive first impression. Thank the recruiter for reaching out to you and reiterate your interest in the opportunity.

“Thanks again for giving me a call about the (Job Title) position, I’m looking forward to learning more about it.”

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