The Phone Follow-Up Script: When to Call, What to Say, How to Leave Voicemails That Get Callbacks
Your SDR leaves 50 voicemails per week.
Callbacks received: 1-2 (4% callback rate).
Why?
Their voicemail:
"Hi, this is John from ABC Company. I'm calling about our product. Please call me back at 555-1234. Thanks!"What the prospect hears: "Another salesperson. Delete."
Compare to this voicemail:
"Hi [Name], [Your Name] here. Quick question about [specific problem they have]. I sent you an email yesterday with some ideas. Give me a call at [number], or just reply to the email. Either way, talk soon!"Callback rate: 12-18% (3-4X better)
The difference:
- ✅ Specific (mentions their problem)
- ✅ References email (provides context)
- ✅ Multiple response options (call OR email)
- ✅ Brief (30 seconds vs 60+ seconds)
At SalesUp, our SDRs make 300+ calls per day. We've tested hundreds of scripts and voicemail variations. Here's what actually works.
When to Call (Timing Matters)
Best Times to Call (Highest Contact Rates)
Data from 50,000+ calls:
| Time Block | Contact Rate | Why |
|---|---|---|
| 8:00-9:00 AM | 22-28% | Before meetings start, checking email |
| 12:00-1:00 PM | 15-20% | Lunch break, at desk |
| 4:30-6:00 PM | 18-25% | After meetings, winding down |
| 10:00 AM-12:00 PM | 8-12% | In meetings |
| 2:00-4:00 PM | 10-15% | Busy afternoon |
| Before 8 AM / After 6 PM | 5-10% | Not at desk |
Best days:
| Day | Contact Rate | Notes |
|---|---|---|
| Tuesday | 18-22% | Highest overall |
| Wednesday | 17-21% | Second best |
| Thursday | 16-20% | Still good |
| Monday | 12-16% | Catching up from weekend |
| Friday | 10-14% | Mentally checked out |
Our recommendation:
- Call Tuesday-Thursday
- Time blocks: 8-9 AM, 12-1 PM, 4:30-6 PM
- Avoid Monday mornings and Friday afternoons
How Many Times to Call
The data:
- 1st call: 15-20% contact rate
- 2nd call (different day/time): +5-8% additional contacts
- 3rd call: +3-5%
- 4th call: +2-3%
- Cumulative by 4 calls: 25-36% contact rate
Our cadence:
- Call 1: Day 2 (after initial email)
- Call 2: Day 6 (different time block)
- Call 3: Day 14 (after breakup email)
- Call 4: Day 21 (final attempt)
DO NOT: Call 5 times in one day. That's harassment.
The Phone Follow-Up Framework
Call Type 1: First Call (After Initial Email)
Context: You sent cold email yesterday, now calling to follow up
Goal: Get them on phone OR leave value-driven voicemail
Script (if they answer):
"Hi [Name], this is [Your Name] from [Company].
I sent you a quick email yesterday about [specific problem].
Did you happen to see it?
[If YES:]
"Great! I mentioned [key point from email]. Do you have 2 minutes now to discuss, or should I call back at a better time?"
[If NO:]
"No worries. The quick summary is: We help [their role] at companies like [similar company] solve [specific problem].
Most folks we work with see [specific outcome].
Do you have 2 minutes now, or should I send you some info first and we can schedule a time to chat?"
[If NOT INTERESTED:]
"I totally understand. Can I ask: Is it because [problem] isn't a priority, or is it something else?
[Listen - they'll often reveal real objection, which you can address]"Why this works:
- References email (provides context)
- Specific value proposition (not vague)
- Gives options (2 minutes now OR info first)
- Asks about timing (respects their schedule)
Voicemail (if no answer):
"Hi [Name], [Your Name] from [Company].
I sent you an email yesterday about [specific problem].
I work with [their role] at companies like [similar company], and I had a couple ideas on how you might [achieve outcome].
Give me a call at [number], or just reply to my email—either works.
Thanks!"Duration: 25-30 seconds
Callback rate: 10-15%
Call Type 2: Value-Add Call (After Sending Resource)
Context: You sent case study, guide, or other resource via email
Goal: Discuss the resource, gauge interest
Script (if they answer):
"Hi [Name], [Your Name] from [Company].
I sent you a [case study/guide] a few days ago about [topic].
I wanted to check if you had a chance to look at it, and if so, what you thought.
[If YES, they read it:]
"Great! What jumped out at you?
[Listen - this reveals what resonates]
Based on what you found interesting, I think [specific next step] makes sense. Want to schedule 15 minutes to explore?"
[If NO, haven't read it:]
"No worries, I know you're busy. The quick takeaway is: [Key insight from resource].
Most [their role] find this helpful because [reason].
Worth a quick 10-minute call to see if it applies to your situation?"Voicemail:
"Hi [Name], [Your Name] here.
I sent over a [case study/guide] on [topic] earlier this week.
Key insight: [One specific data point or takeaway].
If you're curious how this applies to [their company], give me a call at [number] or reply to my email.
Either way, hope the resource was helpful!"Duration: 30-35 seconds
Callback rate: 8-12%
Call Type 3: Breakup Call (After Multiple Attempts)
Context: Called 2-3 times, sent 4-5 emails, no response
Goal: Final attempt - get clear yes/no/later
Script (if they answer):
"Hi [Name], [Your Name] from [Company].
I've tried reaching you a few times over the past couple weeks about [problem].
I wanted to check: Is this something you're even interested in exploring, or should I just stop bugging you?
[If NOT INTERESTED:]
"I totally appreciate the honesty. Can I ask—is it that [problem] isn't a priority, or is it something else?"
[Listen - might reveal useful info]
"No problem. I'll take you off my list. Best of luck with [their goal]!"
[If INTERESTED BUT BAD TIMING:]
"Got it. When would be a better time to reconnect? [Get specific date]"
[If INTERESTED:]
"Great! Do you have 5 minutes now, or should we schedule something?"Voicemail:
"Hi [Name], [Your Name] from [Company].
This is my last attempt to reach you about [problem].
I've called a few times and sent several emails. If you're interested, call me back at [number] or reply to any of my emails.
If not, no worries—I'll stop reaching out.
Thanks!"Duration: 20-25 seconds
Why this works:
- Honest and direct (no games)
- Final attempt language (creates urgency)
- Easy out (respects their decision)
Callback rate: 15-20% (highest because of urgency)
Call Type 4: Trigger Event Call
Context: Company announced funding, new hire, product launch, etc.
Goal: Capitalize on timely relevance
Script (if they answer):
"Hi [Name], [Your Name] from [Company].
I saw that [their company] just [announced funding / hired 5 SDRs / launched new product].
Congrats! That's a huge milestone.
I imagine with [trigger event], [specific new priority] is probably on your radar now.
We've helped companies like [similar company] tackle exactly that when they [similar situation].
Worth a quick call to explore how we might help [their company]?"Why this works:
- Timely and relevant (not random)
- Shows you pay attention (builds credibility)
- Ties to their new priority
Voicemail:
"Hi [Name], [Your Name] here.
Congrats on [trigger event]! I imagine [specific initiative] is a priority now.
We've helped companies like [similar company] [achieve specific outcome] in similar situations.
Let's chat. Call me at [number] or reply to my email.
Talk soon!"Callback rate: 18-25%
Voicemail Best Practices
Rule 1: Keep It Under 30 Seconds
Bad: 60-90 second voicemail explaining everything
Good: 20-30 seconds with key point
Why: People's attention span is short. Anything over 30 seconds gets deleted.
Rule 2: Mention Specific Problem, Not Your Product
Bad: "Hi, I'm calling about our AI-powered CRM platform..."
Good: "Hi, I'm calling about how you're handling [specific problem]..."
Why: They care about their problems, not your product.
Rule 3: Reference Previous Touch (Email, LinkedIn, etc.)
Bad: Voicemail with no context (sounds random)
Good: "I sent you an email yesterday about [topic]..."
Why: Provides context, feels like continuation of conversation
Rule 4: Give Multiple Response Options
Bad: "Call me back at [number]"
Good: "Call me at [number] OR reply to my email—either works"
Why: Lowers barrier to response. Some prefer email over phone.
Rule 5: Sound Like a Human, Not a Robot
Bad: Monotone script-reading voice
Good: Natural, conversational tone (vary pitch and pace)
How to practice:
- Record yourself
- Listen back
- Ask: "Would I want to call this person back?"
Rule 6: Leave Your Number Twice (Slowly)
Why: They're scrambling for a pen. Say it twice so they don't have to replay.
Format:
"Give me a call at 555-123-4567. Again, that's 555-123-4567."Say each digit clearly, with slight pauses.
Advanced Phone Follow-Up Techniques
Technique 1: The Gatekeep Bypass
Problem: Can't get past receptionist/assistant
Script:
[Receptionist answers]
You: "Hi, is [Prospect Name] available?"
[If they ask who's calling:]
You: "[Your Name] - [Prospect] is expecting my call."
[OR if that doesn't work:]
You: "I'm following up on an email I sent about [topic]. Is [Prospect] the right person to discuss [problem area]?"Why it works:
- Confident tone (like you belong)
- "Expecting my call" (they sent email = expecting)
- If blocked, asks for right person (gets intel)
Alternative: Call outside business hours
- 7:30-8:30 AM or 5:30-6:30 PM
- Decision-makers often answer their own phones early/late
- Gatekeepers not there yet
Technique 2: The Pattern Interrupt
Problem: They immediately say "not interested" when you start pitch
Pattern interrupt:
"Hi [Name], [Your Name] here. Did I catch you at a bad time?"
[They pause - expecting pitch, not this question]
[If BAD TIME:]
"No problem. When's better - today at 3 PM or tomorrow morning?"
[If GOOD TIME:]
"Great! I'll keep this brief. [Then proceed with value prop]"Why it works:
- Unexpected question (breaks autopilot "not interested" response)
- Respectful (acknowledges their time)
- Gets them engaged (answering question)
Technique 3: The Referral Ask
Problem: Wrong person, but they can help
Script:
"Thanks for taking my call, [Name]. Quick question: Who at [their company] handles [function/problem area]?
[They give name]
Great! Do you mind if I mention you referred me when I reach out to them?
[Usually they say yes]
Perfect. I'll let them know you pointed me their way. Thanks so much!"Why it works:
- Turns "wrong person" into warm intro
- Gets you to right person with referral
- Respectful (asks permission)
Technique 4: The Voicemail + Email Combo
Strategy: Leave voicemail, immediately send email
Process:
- Call prospect
- Leave voicemail: "I just left you a voicemail with a quick idea..."
- Immediately send email:
Subject: Just left you a voicemail
Hi [Name],
I just tried calling you and left a voicemail.
Quick summary: [One-sentence value prop]
If you're interested, here's my calendar: [Link]
If not, no worries—just let me know and I'll stop reaching out.
[Your name]Why it works:
- Multi-channel (increases visibility)
- Email provides info they can review
- Calendar link (easy to schedule)
Result: 20-30% response rate (voicemail OR email)
Technique 5: The Social Proof Voicemail
When: You have strong case study similar to their situation
Voicemail:
"Hi [Name], [Your Name] from [Company].
We just helped [similar company in their industry] [achieve specific outcome: increase meetings by 40%].
I thought it might be relevant for [their company].
If you want to hear how we did it, call me at [number] or reply to my email.
Either way, talk soon!"Why it works:
- Social proof (similar company)
- Specific outcome (not vague)
- Creates curiosity (how'd they do it?)
Handling Common Phone Objections
Objection 1: "I'm busy right now"
Response:
"I totally understand. This will literally take 60 seconds.
Can I ask you one quick question: Is [problem] something you're even interested in solving?
[If YES:] "Great! Let me send you a calendar link and we can schedule a proper time to chat."
[If NO:] "No problem. I'll take you off my list. Thanks for your time!"Objection 2: "Send me some information"
Response:
"Happy to! Before I do, two quick questions so I send the right stuff:
1. What specifically would you want to see?
2. If the info looks good, what's the next step?
[This qualifies them - if they can't answer, they're not serious]"Objection 3: "We already have a solution"
Response:
"That's great! Can I ask what you're using?
[They tell you]
Got it. And how's that working for you? Any gaps or frustrations?
[Listen - they'll often reveal pain points]
[If pain exists:] "Interesting. That's exactly what we help with. Worth a quick call to explore?"
[If no pain:] "Sounds like you're in good shape. Mind if I check back in 6 months to see if anything's changed?"Objection 4: "Not interested"
Response:
"I totally understand. Can I ask—is it that [problem] isn't a priority, or is there another reason?
[Listen - this often reveals real objection]
[If timing:] "Got it. When would be a better time to reconnect?"
[If truly not interested:] "No problem. Best of luck with [their goal]!"Don't push. Respect the "no" and move on.
Measuring Phone Follow-Up Effectiveness
Key metrics:
| Metric | Target | What It Measures |
|---|---|---|
| Contact Rate | 15-25% | % of calls where you reach human |
| Voicemail Callback Rate | 8-15% | % of voicemails that get returned |
| Conversation Rate | 40-60% of contacts | % who engage in conversation |
| Meeting Set Rate | 20-35% of conversations | % who book meeting |
| Overall Conversion | 5-10% of total calls | Calls → meetings |
Tracking by call attempt:
| Attempt | Dials | Contacts | Conversations | Meetings | Conversion |
|---|---|---|---|---|---|
| Call 1 | 100 | 18 | 11 | 3 | 3% |
| Call 2 | 82 | 12 | 7 | 2 | 2.4% |
| Call 3 | 70 | 8 | 5 | 2 | 2.9% |
| Call 4 | 63 | 6 | 4 | 1 | 1.6% |
| Total | 100 | 44 | 27 | 8 | 8% |
Note: Attempts after first call only target those not yet contacted.
Case Study: Better Voicemails Increased Callbacks 3X
Company: B2B SaaS, inside sales team
Before (Generic voicemails):
"Hi, this is [Name] from [Company]. I wanted to talk to you about [product]. Please call me back at [number]. Thanks!"- Voicemails left: 500/month
- Callbacks: 15 (3% callback rate)
- Meetings booked: 4
After (Value-driven voicemails):
"Hi [Name], [Your Name] here. Quick question about [specific problem]. I sent you an email yesterday with some ideas. Call me at [number] or reply to the email. Talk soon!"- Voicemails left: 500/month
- Callbacks: 60 (12% callback rate)
- Meetings booked: 18
Results:
| Metric | Before | After | Change |
|---|---|---|---|
| Callback Rate | 3% | 12% | +300% |
| Callbacks | 15 | 60 | +300% |
| Meetings | 4 | 18 | +350% |
| Conversion | 0.8% | 3.6% | +350% |
Key insight: Better voicemails = 3X more callbacks from same volume
What SalesUp Does
Our SDRs make 300+ calls per day using these proven scripts.
Our process:
- Call at optimal times (Tuesday-Thursday, 8-9 AM, 12-1 PM, 4:30-6 PM)
- Use context-rich scripts (reference emails, provide value)
- Leave voicemails <30 seconds with clear CTA
- Combo approach (voicemail + email immediately after)
- Track contact rates and optimize
Our results:
- 20-25% contact rate (vs industry avg 12-15%)
- 12-15% voicemail callback rate (vs industry avg 4-6%)
- 8-10% overall conversion (calls → meetings)
Book a demo to see our phone follow-up system in action.
87% of calls go to voicemail. Generic voicemails get ignored. Value-driven voicemails get 12-15% callback rates. Use these scripts. Book more meetings.