Hupspot Voicemail Guide: How to Leave Sales Messages That Get Callbacks

Sales reps who follow a disciplined, Hubspot-style framework for voicemail see more callbacks, warmer conversations, and better pipeline results. This guide adapts the core lessons from the original Hubspot voicemail article into a practical, step-by-step process you can apply immediately.

Why a Structured Hubspot Voicemail Method Matters

Most sales voicemails fail for the same reasons: they are too long, too vague, or too pushy. A clear structure, like the one modeled in Hubspot resources, gives you:

• A repeatable process for every call.
• Short, focused messages that respect the prospect’s time.
• Consistent language that aligns with your broader sales playbook.
• Higher odds of a callback or a reply via another channel.

Instead of winging it, you use a proven, Hubspot-inspired formula that turns every voicemail into a purposeful touch.

Core Principles of the Hubspot Voicemail Framework

Before you script your message, understand the principles that guide effective voicemails in a Hubspot-style process:

• Brevity: Aim for 20–30 seconds.
• Clarity: Make it obvious who you are and why you called.
• Relevance: Tie your message to a concrete problem or goal the prospect cares about.
• Next step: End with one clear action you want them to take.
• Multi-channel approach: Treat voicemail as one touch in a larger sequence, not a one-off attempt.

Step-by-Step Hubspot Voicemail Script Formula

Use the following process, adapted from the Hubspot sales voicemail approach, every time you reach a prospect’s inbox.

1. Prepare with Hubspot-Style Research

Spend a few minutes researching your prospect and their company so your voicemail is specific, not generic. For example:

• Check their role, responsibilities, and recent activity.
• Scan the company’s website and news for triggers (funding, hiring, launches).
• Review any prior interactions tracked in your CRM.

This mirrors how a Hubspot sales rep would gather context before any outreach.

2. Start With a Clear Introduction

Your opening should be simple and confident:

“Hi [Name], this is [Your Name] from [Company]. I’m calling because…”

State your name and company once, slowly, so they can catch it. No need for extra small talk in a short, Hubspot-style voicemail.

3. State a Relevant Reason for Calling

Hubspot guidance emphasizes relevance. Anchor your voicemail in something specific you’ve learned:

• A challenge common to their industry.
• A growth goal they may have.
• A trigger event such as a recent funding round or expansion.

For example:

“I saw you’re hiring several new reps and wanted to share a quick idea for shortening their ramp time.”

4. Offer a Clear, Tangible Benefit

In line with Hubspot best practices, talk about outcomes, not features. Briefly explain how you help, in plain language:

“We help sales teams cut manual data entry so reps can spend more time actually selling.”

Keep this to one sentence. The voicemail is not a full demo; it’s a hook.

5. End With One Specific Call to Action

Hubspot-style voicemails always point to a simple next step. Avoid giving multiple options or vague requests. Instead, ask for something concrete:

• A quick call at a suggested time.
• A reply to your email.
• Permission to send a short resource.

For example:

“If you’re open to it, I’d love to share a 10-minute walkthrough. I’ll send a quick email—just reply if you’d like to see it.”

Sample Hubspot-Inspired Voicemail Scripts

Use these templates as a base and customize them for your audience, following the Hubspot principles above.

Cold Outreach Voicemail

“Hi Sarah, this is Jordan from Apex Revenue. I’m calling because I noticed your sales team is growing, and many teams in your space struggle to keep reps focused on selling rather than admin work.

We help companies automate routine CRM updates so reps can win more deals without working longer hours. I’ll send a short email with a quick example. If you’d like, reply to that email and we can set up a 10-minute call. Again, this is Jordan from Apex Revenue. Talk soon.”

Follow-Up Voicemail After an Email

“Hi Marcus, this is Dana from BrightPath. I’m following up on the email I sent yesterday about improving your demo-to-close rate.

Teams similar to yours have increased close rates by 10–15% by tightening their follow-up process, and I think the same playbook could help your reps.

If the timing is off, no worries. But if you’re curious, just reply to my email and I’ll send a brief breakdown of the process. Again, Dana from BrightPath. Thanks.”

Best Practices From the Original Hubspot Voicemail Article

The original Hubspot voicemail guide highlights several habits that separate effective messages from the rest. Integrate these into your routine:

• Always leave a voicemail: Skipping it wastes a touch point.
• Sound natural: Use a conversational tone, not a robotic script.
• Avoid pitching too hard: Focus on starting a conversation.
• Practice: Record yourself and refine your delivery.
• Use sequences: Combine voicemail with email, social, and other channels.

These habits align closely with how Hubspot teams design their outreach cadences and messaging.

How to Track and Improve Your Hubspot-Style Voicemails

Measuring performance is crucial. A Hubspot-like process treats voicemail as a testable, optimizable component of your sales motion.

Key Metrics to Monitor

• Callback rate: Percentage of voicemails that result in a return call.
• Response rate: Voicemails that lead to an email or social reply.
• Meeting rate: Voicemails that help secure a booked meeting.
• Sequence impact: Improvement in overall sequence performance when voicemail is included.

What to Test and Refine

Following a Hubspot mindset, treat every component as testable:

• Length: 20 seconds vs. 30 seconds.
• Position in the sequence: First touch vs. third or fourth touch.
• Call to action: Asking for a direct call vs. an email reply.
• Personalization: Highly tailored openings vs. light personalization.

Run small experiments, track the numbers, and roll out what works across your team and templates.

Integrating This Hubspot Voicemail Framework Into Your Sales Process

To make this approach stick, embed it into your daily workflow and documentation:

1. Create a few core voicemail templates based on the examples above.
2. Train your team on the structure: intro, relevance, benefit, CTA.
3. Role-play and record practice sessions for feedback.
4. Add voicemail steps into your outreach sequences.
5. Review results weekly and refine scripts based on data.

If you want additional help turning this Hubspot-inspired voicemail framework into a full, multi-channel sales system, you can explore services from partners like Consultevo, who specialize in modern, data-driven outreach strategies.

Conclusion: Use a Hubspot Framework for Better Sales Voicemails

Effective sales voicemails are short, relevant, and intentional. By adapting the structure and best practices from the original Hubspot voicemail article, you can create a repeatable system that drives more callbacks, better conversations, and stronger pipeline across your entire team.