Recruiter voicemail scripts: 12 messages for candidates and clients

A good recruiter voicemail says who you are, gives one specific reason for calling, asks for one thing and leaves your number twice, all in about 20 to 30 seconds. Below are twelve scripts for the situations agency recruiters hit every week: seven for candidates and five for clients. There is also a short list of things never to leave on a voicemail, a cadence that pairs calls with email, and a script for your own outgoing greeting.

Every script uses the same skeleton, so you can write new ones for situations not covered here:

1. Name and company        "Hi [Name], it's [Your name] from [Agency]."
2. One specific reason     "I'm calling about [the thing], because [why them]."
3. One ask                 "Could you call me back [today / by Thursday]?"
4. Number, twice, slowly   "My number is [number]. Again, [number]."
5. A reason it's worth it  (optional) "[Small detail they'd want to hear.]"

Write the number down before you dial and read it at half speed. Most unreturned voicemails are not rejections; the listener just could not catch the last four digits.

Voicemail scripts for candidates

1. First approach to a passive candidate

"Hi [Name], it's [Your name] from [Agency]. I recruit [specialism], and
I'm calling because of your work on [specific project or skill]. I've
got a [role] that I think is worth five minutes of your time, and I'm
not assuming you're looking. My number is [number], again [number]. I'll
also drop you a short email so you have the details in writing."

The last line matters. Many candidates will not call a stranger back but will reply to an email they can read at their own pace. Use the candidate outreach email templates for the written half.

2. Second attempt, a few days later

"Hi [Name], [Your name] from [Agency] again. One more detail on the
[role] I mentioned: [new fact, such as the pay range, remote setup or
team]. If the timing's wrong, just tell me and I won't keep calling.
[Number], that's [number]."

Always add something new. "Just following up" gives the listener no reason to act.

3. After they applied

"Hi [Name], it's [Your name] at [Agency]. Thanks for applying for the
[role] with [client or 'our client']. I'd like 15 minutes to talk it
through before I put you forward. Could you call me back, or reply to
my email with a time that works? [Number], again [number]."

4. Interview news, good or bad

"Hi [Name], it's [Your name]. I've heard back from [Client] about your
interview and I'd like to talk it through with you. Could you call me
when you have five minutes? [Number], again [number]."

Use the same wording whatever the outcome. Leaving "great news!" on one candidate's voicemail and a flat message on another's tells the second person everything before you speak. How to have the conversation when the answer is no is in how to reject a candidate after a client interview.

5. Offer stage

"Hi [Name], it's [Your name]. I've got an update from [Client] on the
offer and I want to go through it with you properly, not on a
voicemail. Are you free this evening? [Number], again [number]."

6. A candidate who has gone quiet

"Hi [Name], it's [Your name] from [Agency]. I haven't been able to reach
you since [last contact], and [Client] has asked me for an update on
[next step]. If something's changed, that's completely fine. I'd just
rather hear it from you than guess. [Number], again [number]."

Giving permission to say no makes it far easier for a candidate who has cooled to call you. If the quiet comes after acceptance, treat it as a possible counteroffer; see how to handle a counteroffer after acceptance.

7. Closing the loop

"Hi [Name], it's [Your name]. I've tried a couple of times about the
[role], so this is my last call on it. I'll assume the timing isn't
right and close it off on my side. If anything changes, my number is
[number]. All the best."

Voicemail scripts for clients

8. Business development, first call

"Hi [Name], it's [Your name] from [Agency]. We recruit [specialism] in
[market]. I'm calling about [your open role / a candidate whose
background fits your team]. I'll send you a short email with the
details. If it's useful, my number is [number], again [number]."

A business development voicemail rarely gets a callback by itself. Its job is to make the email that follows look familiar. The live version of this call is in the recruiter cold call script.

9. Chasing interview feedback

"Hi [Name], it's [Your name] at [Agency]. I'm calling for your thoughts
on [Candidate] after [day]'s interview. Two minutes is enough, even if
it's a no. [Candidate] is [waiting / in another process], so today would
help. [Number], again [number]."

10. Competing offer, time-sensitive

"Hi [Name], it's [Your name]. Quick one about [Candidate]: they've had
an offer from another company and need to answer by [day]. They'd
rather join you. Could you call me before [time] today so I can tell
them where you stand? [Number], again [number]."

Say this only if it is true and the candidate has agreed you can share it. The email version, and what to do if the client stays silent, is in the client feedback request emails.

11. A new candidate for an open role

"Hi [Name], it's [Your name]. I've got someone for the [role] I'd like to
tell you about before I send the profile: [one line on why they fit the
must-have you care most about]. Call me back when you have three
minutes. [Number], again [number]."

12. A dormant client

"Hi [Name], it's [Your name] from [Agency]. It's been a while since we
filled [past role]. I hear [the person we placed] is doing [whatever is
true]. I wanted to check how the team looks for the next quarter. I'll
send a note too. [Number], again [number]."

What never goes on a voicemail

Never leave a recruiting voicemail on a candidate's work phone unless they have told you to use it.

A call-and-email cadence

Voicemail works best as one channel in a short sequence. An example for a passive candidate, which you can adjust:

For client feedback, compress it: a call and a voicemail the morning after the interview, an email the same afternoon, a second call the next morning. Feedback goes stale in days, not weeks.

Your own outgoing greeting

Candidates and clients hear your greeting more often than you think. Keep it short and tell them how to get a faster answer.

"You've reached [Your name] at [Agency]. I'm on calls or in interviews
for most of the day. Leave your name, number and what it's about, and
I'll call you back today. If it's about an interview or an offer, text
me at this number and I'll reply sooner."

Only offer text if you will answer texts, and only promise "today" if you call back the same day.

Ringless voicemail and prerecorded messages (as of October 2026)

Logging the attempt

Write one line in the ATS or CRM after every voicemail: the date, which script you used and what you promised ("emailed JD, will call Thursday"). When someone calls back, you know what they heard. When a colleague picks up the desk, they do not repeat the same message. And when you review the week, you can see which messages are getting calls back and which are not.