Teaching new insurance agents the art of leaving effective voicemails is a crucial task for insurance agency owners.

Mastering the art of the voicemail is a vital skill that can significantly impact success, whether you’re reaching out to leads or communicating with existing customers. Teaching new insurance agents this art is essential for agency owners and supervisors who want their agents to thrive. 

It’s vital to share the elements of crafting compelling voicemail scripts and provide tips for leaving voicemails that generate callbacks and foster strong client relationships. It’s also important to point out that voicemails are a powerful part of the sales process. Consider these key points:

  1. First Impressions: A well-crafted voicemail is often the first point of contact between your agency and a potential client. It sets the tone for future interactions and can make or break a prospect’s decision to engage with your agency.
  2. Professionalism: The quality of your agents’ voicemails reflects the professionalism and credibility of your agency. A polished, informative, and friendly voicemail conveys competence and trustworthiness.
  3. Efficiency: In the fast-paced world of insurance sales, voicemails allow your agents to deliver critical information and maintain contact with clients even when they cannot reach them directly.

Teaching New Insurance Agents to Craft Effective Voicemail Scripts

To ensure your agents leave high-quality voicemails, provide them with a framework for crafting their scripts. Here are the essential components of an effective voicemail:

  1. Introduction: Begin with a clear, friendly introduction that includes the agent’s name, agency name, and the purpose of the call. For example, “Hi, this is Sarah from ABC Insurance Agency, and I’m calling regarding your recent inquiry about auto insurance.”
  2. Value Proposition: Quickly convey the value your agency offers and how it can benefit the client. This could be a unique coverage option, competitive pricing, or exceptional customer service. For instance, “We specialize in tailoring coverage plans to meet the specific needs of our clients, ensuring you have the protection you need at a price that fits your budget.”
  3. Call to Action: Clearly state the next step you want the client to take. This could be returning your call, visiting your website, or scheduling an appointment. Be specific and make it easy for them to follow through. For example, “Please call me back at your earliest convenience at 555-123-4567, or feel free to visit our website at www.abcinsurance.com for your free quote.”
  4. Closing: End the voicemail positively, reiterating your enthusiasm for working with the client and thanking them for their time. For instance, “I look forward to discussing your insurance needs further. Thank you for considering ABC Insurance Agency.”

Teaching New Insurance Agents

6 Tips for Leaving Effective Voicemails

In addition to the script components, share these tips with your agents to help them leave voicemails that generate results:

  1. Keep it Concise: Aim for no longer than 30-45 seconds in voicemails. Be respectful of the client’s time and deliver your message efficiently.
  2. Speak Clearly: Encourage your agents to speak slowly, enunciate their words, and maintain a friendly, professional tone throughout the voicemail.
  3. Personalize the Message: Use the client’s name and reference any previous interactions or specific details about their inquiry. This shows attentiveness and builds rapport.
  4. Provide Value: Offer a compelling reason for the client to return the call, whether it’s a promotional offer, a relevant industry update, or a solution to a problem they’ve expressed.
  5. Leave Your Contact Information: Always provide a precise callback number and email address, and repeat it slowly at the end of the voicemail for easy reference.
  6. Practice Active Listening: If a client does return a voicemail, train your agents to practice active listening during the conversation. They should take notes, ask clarifying questions, and demonstrate genuine interest in the client’s needs.

Voicemail Strategies for Different Scenarios

Depending on the voicemail context, your agents may need to adapt their approach. Here are some specific strategies for teaching new insurance agents how to handle common scenarios:

Voicemails for Leads

When leaving voicemails for leads, the primary goal is to generate interest and encourage a callback. Agents should:

  1. Highlight Unique Benefits: Emphasize your agency’s specific advantages that set you apart from competitors. This could be specialized coverage options, exceptional claims service, or a track record of customer satisfaction.
  2. Offer a Consultation: Invite the lead to schedule a complimentary consultation to discuss their insurance needs in more detail. Position this as an opportunity for them to gain valuable insights and guidance from an expert.
  3. Create a Sense of Urgency: When appropriate, create a sense of urgency by mentioning limited-time offers, upcoming policy changes, or the importance of having adequate coverage in place.

Voicemails for Existing Customers

When communicating with existing customers via voicemail, the focus should be on maintaining solid relationships and providing ongoing support. Agents should:

  1. Offer Policy Reviews: Periodically contact customers to offer a complimentary policy review. This shows a proactive approach to ensuring their coverage aligns with their changing needs.
  2. Share Relevant Updates: Keep customers informed about policy changes, new coverage options, or other pertinent industry news that may impact them.
  3. Express Appreciation: Use voicemails to thank customers for their business and reinforce the value of the relationship. Recognize milestones, such as policy anniversaries or referrals.

Measuring Voicemail Success

To gauge the effectiveness of your agents’ voicemail strategies, track key metrics such as:

  1. Callback Rates: Monitor the percentage of voicemails that result in callbacks. A high callback rate indicates that your agents leave compelling messages motivating clients to respond.
  2. Conversion Rates: Track the number of voicemail callbacks that ultimately lead to policy sales or other desired outcomes. This helps you identify which voicemail strategies are most effective at driving results.
  3. Customer Feedback: Solicit feedback from clients about their experience with your agency’s communication, including voicemails. Positive feedback can reinforce successful strategies, while constructive criticism can help refine your approach.


By equipping your new insurance agents with the skills and strategies to leave effective voicemails, you set them up for success in their sales and customer service efforts. Provide ongoing training, coaching, and feedback to help them refine their voicemail techniques and adapt to evolving customer preferences. With a strong foundation in voicemail best practices, your agents will be well-positioned to build lasting client relationships and drive growth for your agency.

Take the time you need to ensure your agents have the training they need. In the meantime, let our team brings in the leads. At HBW Leads, specialists call on your behalf to capture ideal prospects, so the prospecting work is done for you. Start boosting sales today.