Ready-to-use scripts
General Office
You've reached [Agency Name]. We're currently in meetings and unable to take your call. Please leave your name, phone number, and whether you're a candidate or a client, along with a brief description of what you need. We'll return your call within [timeframe].
Candidate Hotline
Hi, you've reached the candidate line at [Agency Name]. Our recruiters are in interviews right now. Please leave your name, phone number, the position you're calling about, and the best time to reach you. We'll call you back as soon as we're available, usually within [timeframe].
Client / Employer Line
Thanks for calling [Agency Name]. All of our consultants are currently with clients. Please leave your name, company, phone number, and a brief overview of the role you need to fill. We'll reach out within [timeframe] to discuss your requirements.
Job Seeker Intake
You've reached [Agency Name]. If you're looking for your next opportunity, we'd love to hear from you. Leave your name, phone number, and the type of role you're interested in. If you have a reference number from one of our listings, mention that too. We'll be in touch within [timeframe].
Confidential Search Line
You've reached [Agency Name]. We understand discretion matters. Please leave your first name and a callback number, and one of our senior consultants will contact you directly. No details will be shared without your explicit permission.
Customization tips
Always ask whether the caller is a candidate or a client. This lets you prioritize callbacks and route messages to the right recruiter. If you specialize in specific industries, mention one or two in the voicemail so callers know they've reached the right firm.
Recruiters Live in Meetings, Not at Their Desks
The typical day for a recruiter looks like this: back-to-back interviews in the morning, client calls after lunch, candidate prep sessions in the afternoon, and proposal writing in whatever gaps are left. The phone rings constantly, and it goes to voicemail more often than anyone would like.
That’s the nature of the business. A recruiter who’s deeply engaged in an interview is doing their job well. But the candidate calling in between interviews doesn’t know that. They just hear a voicemail greeting and have to decide whether to leave a message or try the next agency on their list.
A strong voicemail greeting makes that decision easy. It tells the caller they’ve reached a real, active agency, asks for the right information, and gives a timeline for the callback.
Why Recruiting Voicemails Need to Differentiate Callers
Recruiting agencies serve two distinct groups: candidates looking for jobs and clients looking for talent. A voicemail that treats both the same way wastes time on every callback.
Candidates
Candidate calls fall into a few patterns:
- First contact: they saw a listing and want to express interest
- Follow-up: they’ve already applied and want a status update
- Passive interest: they heard about your agency and want to explore options
For all three, you need their name, phone number, and what role or type of work interests them. If they reference a specific job listing, you need that reference number to pull it up before the callback.
Clients (Employers)
Client calls are usually about filling a position. They want to know if you can find the right person, how fast, and at what cost. Your voicemail should ask for:
- Company name and contact person
- Brief description of the role
- Timeline and urgency
A client who leaves a detailed message gets a more productive callback. Your recruiter already knows it’s a senior developer role, permanent, starting Q2. That’s enough to start thinking about candidates before picking up the phone.
Confidential Searches
Executive search and sensitive placements add a layer of complexity. The caller might be a VP exploring options while still employed. They won’t leave a detailed message on a generic voicemail. A dedicated confidential line with reassurance about discretion gives these callers the confidence to reach out.
The Speed Factor in Recruiting
Recruiting runs on speed. A top candidate who calls your agency today might have three interviews scheduled by tomorrow. If your voicemail sits unheard for six hours, that candidate is already moving through another agency’s pipeline.
This is why callback timeframes matter so much in this industry. “We’ll call you back within the hour” isn’t just a nice gesture. It’s a competitive advantage. The recruiter who reaches the candidate first gets first access to place them.
For clients, speed matters too. An employer with an urgent hire won’t wait two days for a callback. They’ll move to the agency that responds within hours.
When the Phone Becomes the Bottleneck
Here’s the tension in recruiting: the activities that generate revenue (interviewing, sourcing, client meetings) are the same activities that prevent you from answering the phone. Every hour spent in a great interview is an hour of missed calls from other candidates and clients.
Some agencies hire dedicated coordinators to handle incoming calls. Others let calls stack up and batch-return them at the end of the day. Neither approach is ideal.
Safina fills that gap. When your recruiters are in interviews, Safina answers the phone, asks whether the caller is a candidate or a client, collects their details and what they need, and sends a structured summary. Your team gets actionable info instead of a queue of voicemails to replay.
At $11.99/month for 30 minutes, it’s less than what one lost placement would cost. For agencies with higher call volume, the Pro plan at $29.99 covers 100 minutes, and the Business plan at $69.99 handles 250 minutes. That’s enough to cover the busiest interview days.
For live call handling, check our recruiting greeting scripts. For evening coverage when candidates call after work, see the after-hours templates. Browse the full script library or explore how 24/7 availability can help your agency capture more leads. You can also compare AI phone solutions to find the right tool for your team.
