Voice Mail/E-Mail – What to Say and What to Write (Part 2 of 2)

If you want to increase the response rate from prospects then you need to integrate and harmonize e-mails with your voice mail. In effect, you want to leverage the strengths of the two mediums while minimizing the weaknesses.

(This is Part 2 of a series. See Part 1: How to Get More Response to Your Voice Mails by Using E-Mails)
Your Voice Mail

Your voice mail message needs to be short and intriguing. It needs to reference a problem or concern that your prospect might be experiencing but it should not pitch a solution.

Next, the prospect should know precisely what he or she must do once they’ve heard the message.

And finally, it should reference the e-mail that you sent which will get them to scan their inbox. By getting them to interact with their e-mail you tend to create a stronger impression of you and your offer.For instance, your voice mail might sound like this,

Hi ______, this is ______ calling from ________.

_______, the reason for my call is to share an idea with you that could possibly reduce the hassle and headache – and the cost – of recruiting quality sales reps at your firm. I have also sent you an e-mail.

In the mean time, my number is xxx xxx xxxx. Again, it’s _________ from __________.

Thanks, ____

Easy isn’t it? The message is quick and to the point. No infomercial here. A problem is cited (hassle, headache and cost) and a solution is implied without a pitch. Finally, there is the reference to the e-mail. You can bet that most recipients of this voice mail will check their e-mail if only to gather more information about you and your company.

Your E-Mail

Your e-mail should echo your voice mail so that the prospect quickly relates the two. It starts with the subject line. A nifty subject line is simply this:

                Subject:  Jim, regarding my voice mail

         Subject:  Joan, voice mail message

                Subject:  Pat, today’s voice mail

Notice, the e-mail features the prospect’s first name. Using the first name acts like an eye magnet for the prospect especially if they’re glancing at their smart phone. Once they see their name, they’ll then be reminded of the voice mail. If they haven’t checked their voice mail they almost certainly will after seeing the message. If they have heard the voice mail, they’ll be curious if there’s additional information and open it up. In either case, you’ve left an impression.

As for the content of your e-mail message, use the theme of your voice message,

“Hi _______,

This e-mail is a follow up to the voice mail I left you regarding an idea I have that might reduce the hassle, headache and perhaps even the cost of hiring a more effective and successful sales rep.

Could you squeeze my call in tomorrow morning or perhaps late afternoon?

Let me know what works best for yo

Kind regards

Look at how short and simple this message is! Whether the prospect reads this at his/her workstation or on their iPhone sitting on the couch, the message is compact and to the point. If a quality rep is an issue with the prospect, there is reason to call if only out of curiosity.

Notice there is no fancy, detailed pitch.

The action request is simple. The prospect could key in “Tmw 8:30” during a commercial break or on the commute from a bus or train or subway or wherever.


Sending out an e-mail after you’ve left a voice mail adds one more step to the selling process. It appears a little tedious. But the purpose of the effort is to improve RESULTS. More prospects will notice your message and remember it. A certain percentage will act upon it. And that means more selling opportunities.

So integrate e-mail to your voice mail and start selling more.

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