Voicemail scripts for B2B sales

Plenty of calls to a purchasing manager go to voicemail. That is not a failure, it is a second chance, if you leave a message worth returning. A good voicemail is short, names one reason to call back and makes the call-back easy.

These scripts are for people who sell products: a plastics distributor ringing a moulder, a coatings maker calling a joinery, a wholesaler chasing a quote. Read them aloud once before you use them. If they sound stiff, change the words but keep the order. For the live conversation, see cold call scripts for manufacturers.

The shape of a good voicemail

Every script below follows the same five parts:

1. Who you are, with your company, in the first sentence.
2. Why you called, in one sentence tied to them.
3. What is in it for them, such as a price, a date or a fix.
4. What to do next: call back, or expect an email.
5. Your number, said slowly, and twice where you can.

Aim for 20 to 30 seconds. If you need more, you are explaining too much and should send an email instead.

Cold voicemails

Hi [First name], this is [Your name] from [Company]. We supply [Product] to [Type of customer] in [Region]. I'm calling because [Reason: you buy X / your site is expanding / a colleague mentioned you]. I'll send you a short email with the details. If it's of interest, my number is [Number]. That's [Number] again. Thanks, [First name].

Use it on a first attempt. Say the email is coming, then send it straight away so the two reinforce each other.

Hi [First name], [Your name] from [Company] again. I rang last week about [Product]. I won't keep calling, but one thing I wanted you to know: we hold [Product] in [Location], so delivery to you is [Number] days. If that's useful, call me on [Number]. Thank you.

Add one new fact each time. A repeat of the first message gives the buyer no reason to reply.

Follow-up voicemails

Hi [First name], [Your name] from [Company]. I sent you the quote for [Quantity] of [Product] on [Day]. I wanted to make sure it reached you, and to hear whether the price or the delivery date needs adjusting. You can reach me on [Number]. I'll also drop you a line today. Speak soon.

Leave it three to five working days after the quote. It sets up the written follow-up in how to follow up on a quote.

Hi [First name], [Your name] from [Company]. Your [Product] sample should have reached you on [Day]. I'd like to hear how the test is going, and if you need another grade or a bigger piece, I can arrange it. My number is [Number]. That's [Number]. Thanks.

Use it a week after delivery. Asking about the test, not about the order, keeps the pressure low.

Hi [First name], [Your name] from [Company]. Thanks again for [Day]'s meeting. I've got the [Quote or data] you asked for and will email it today. Before I do, is [Date] still the right target for the first order? Call me on [Number] if anything has changed.

Use it when the buyer promised an update and has gone silent.

Customer voicemails

Hi [First name], [Your name] from [Company]. Your last order of [Product] was in [Month], so I wanted to check your stock before you run short. If you'd like to repeat it, I can ship on [Date]. Call me on [Number] or reply to my email. Thanks.

Use it before the usual reorder date. Link it with reorder reminder templates.

Hi [First name], [Your name] from [Company]. A quick heads-up: our prices on [Product group] change on [Date]. If you'd like to order at the current price, I can hold it for orders confirmed before then. Call me on [Number], and I'll send the details by email as well.

Use it only when the change is real. Always follow with the written notice.

Last attempt

Hi [First name], [Your name] from [Company]. I've left a few messages about [Product] and I don't want to be a nuisance. I'll close this on my side for now. If the timing changes, my number is [Number]. Thanks for your time.

Use it after three or four attempts. Buyers sometimes call back at this one because it is the first message that asks for nothing.

Tips for leaving voicemails

• Smile and slow down. Say your number slower than feels natural.
• Don't read a script word for word. Use it as notes.
• Send an email within minutes. The voicemail gets the name known, and the email carries the detail.
• Log every call. Note the time, the message and the next attempt date, so the next rep can see what was said.
• Vary the time of day. If you always ring at 9am, try 4pm.
• Don't leave a price or a long spec on voicemail. It can be forwarded or misheard.

Keep track of every attempt