The Voice Note That Closed the Deal
Julian had been messaging back and forth with a potential client for three weeks. The texts were professional, the rapport was building, but something felt... flat. They'd discussed scope, timeline, and budget over DMs, but the deal kept stalling. No clear red flags, just a lack of momentum.
Then Julian decided to try something different. Instead of sending another carefully crafted paragraph, he recorded a 45-second voice note: "Hey Sarah—I know we've been going back and forth on this and I wanted to jump on and just talk through a few thoughts I had about how we could structure this to make it work for your team. Let me know what you think!"
He was nervous hitting send. Is this too informal? Will she think I'm being lazy? Will it feel invasive? But within 20 minutes, Sarah replied—also with a voice note: "Julian, I love this! Let's hop on a call tomorrow and finalize everything."
The deal closed two days later. Same scope. Same terms. The only difference? A voice note broke through the wall that text couldn't. It added personality, energy, and urgency in a way that written words simply can't replicate.
But here's the catch: voice notes don't always work. Send one too early, too long, or in the wrong context, and you risk looking unprofessional, desperate, or tone-deaf. In this guide, you'll learn exactly when to use LinkedIn voice messages, how to structure them, and how to decide between text and voice every single time.
When Voice Notes Work Better Than Text
Voice notes aren't a universal upgrade. They're a situational tool. Here are the scenarios where they shine:
1. When You've Already Built Rapport
Voice notes feel intimate. That's great if you've already established trust through a few back-and-forth messages or a call. But if you're reaching out cold, a voice note can feel presumptuous—like you're demanding their attention in a way that text doesn't.
Good use: "Hey [Name]—just listened to your podcast episode and had a few quick thoughts I wanted to share. Mind if I send a voice note?"
Bad use: Sending a voice note as your very first message to a complete stranger.
The principle here mirrors what works in LinkedIn DM tone: match the medium to the relationship stage. Earn the right to go deeper.
2. When Tone Matters More Than Words
Text is great for clarity and precision. But it's terrible for conveying emotion, enthusiasm, or nuance. If your message needs energy, warmth, or urgency that text can't capture, voice is the move.
Good use: Celebrating someone's win, expressing genuine excitement about a collaboration, or re-engaging a stalled conversation with fresh energy.
Bad use: Delivering complex information that requires links, bullet points, or reference material.
3. When You're Responding to Someone Else's Voice Note
If they send you a voice note first, it's almost always safe (and often expected) to reply in kind. They've already signaled that they're comfortable with the format.
Good use: Mirroring their communication style to build rapport.
Bad use: Ignoring their voice note and replying with text (unless the question demands a written response).
4. When Text Is Getting Too Long
If you're about to send a five-paragraph DM, consider whether a 60-second voice note would be clearer and faster. Some ideas are just easier to explain verbally.
Good use: Walking through a process, explaining a nuanced strategy, or giving feedback that requires context.
Bad use: Rambling for three minutes when a two-sentence text would suffice.
5. When You Need to Stand Out
In a sea of templated DMs, a thoughtful voice note can cut through the noise. It's memorable. It's personal. And it signals effort.
Good use: Following up on a warm lead who hasn't responded to text, or re-engaging someone after meeting them at an event.
Bad use: Using voice notes as a gimmick to spam cold prospects at scale.
When Voice Notes Backfire (And What to Do Instead)
Now let's talk about when voice notes feel intrusive, unprofessional, or just plain awkward:
In Cold Outreach
Sending a voice note to someone who doesn't know you yet is risky. It feels like you're asking them to give you their full attention before they've decided if you're worth it. Text is safer because it's skimmable. Voice demands focus.
Better move: Start with text. If they engage and the conversation builds, then consider voice.
When Delivering Bad News or Complex Details
Voice notes are great for energy, but terrible for precision. If you need to share numbers, links, deadlines, or anything that requires documentation, text (or email) is better.
Better move: Send the details in text, then optionally follow up with a quick voice note to add context or personality.
When They're Longer Than 90 Seconds
Nobody wants to listen to a three-minute monologue in their LinkedIn inbox. If you can't say it in 60-90 seconds, it's too long for voice. Edit ruthlessly or switch to text.
Better move: Record it, listen back, and cut it down. Or just schedule a call.
When the Recipient Is in a Formal or Senior Role
CEOs, investors, and senior executives tend to prefer text—it's faster to scan and easier to reference. Voice notes can feel too casual for high-stakes or formal contexts.
Better move: Default to text unless you've already established a relationship where voice feels natural.
How to Structure a LinkedIn Voice Note
If you've decided voice is the right move, here's how to nail the execution:
1. Open with Context (5 seconds)
Start with a quick reminder of who you are and why you're reaching out. Don't assume they remember your last conversation.
Example: "Hey Sarah, it's Julian—we've been chatting about the content project for the past few weeks."
2. Deliver Your Core Message (30-60 seconds)
Get to the point. What do you want to say? What do you want them to know or do?
Example: "I was thinking about how we could structure the timeline to make this work for your team's bandwidth, and I had a few ideas I wanted to walk through quickly."
3. Close with a Clear Next Step (5-10 seconds)
Tell them what you'd like them to do next. Don't leave it vague.
Example: "Let me know what you think, and if this sounds good, let's hop on a quick call tomorrow to finalize. Talk soon!"
Total length: 45-75 seconds. Anything longer and you lose their attention. This mirrors the same brevity principle behind effective LinkedIn follow-up messages: respect their time, get to the point.
Voice Note Etiquette: The Unwritten Rules
Here are the subtle etiquette rules that separate pros from amateurs:
- Ask permission first (in cold or new relationships). "Mind if I send a quick voice note to explain this?" gives them a heads-up and makes it feel less intrusive.
- Record in a quiet space. Background noise, echoes, and wind make you sound unprofessional. Find a quiet room.
- Speak clearly and at a moderate pace. Don't rush, but don't ramble. Pretend you're leaving a voicemail for a colleague you respect.
- Smile while you record. It sounds cheesy, but people can hear when you're smiling. It changes your tone and makes you sound warmer.
- Listen back before sending. Catch awkward pauses, filler words, or sections that drag. Re-record if needed.
- Don't send multiple voice notes in a row. One voice note = one message. If you forgot something, send a follow-up text or wait for them to respond.
The Text vs. Voice Decision Tree
Still not sure whether to use text or voice? Use this decision tree:
- Have you communicated with them before?
- No → Text
- Yes → Continue
- Does your message require links, numbers, or reference material?
- Yes → Text
- No → Continue
- Can you say it in 60 seconds or less?
- No → Text (or schedule a call)
- Yes → Continue
- Is tone, energy, or emotion important to your message?
- No → Text
- Yes → Voice
- Is the recipient in a formal or senior role?
- Yes → Default to text (unless you've already used voice successfully with them)
- No → Voice is safe
Run through this checklist before every message and you'll make the right call 95% of the time.
Sample Voice Note Scripts for Different Situations
Here are three short scripts you can adapt:
Script 1: Following Up on a Stalled Conversation
"Hey [Name], it's [Your Name]—we were chatting a few weeks back about [topic] and I know things got busy on both ends. I just wanted to check in because I'm still really excited about the possibility of working together. If you're still interested, let's find 15 minutes to reconnect. If timing's not right, no worries—just let me know. Talk soon!"
Script 2: Responding to Someone's Content
"Hey [Name]—just saw your post about [topic] and I had to reach out. The point you made about [specific insight] really resonated with me. We've been working on something similar with [your context], and I'd love to compare notes if you're open to it. Let me know!"
Script 3: Thanking Someone After a Call
"Hey [Name]—just wanted to say thanks again for making time to chat today. I really appreciated your insights on [topic], and I'm excited to move forward with [next step]. I'll follow up with the details in a separate message, but I wanted to say thanks personally. Talk soon!"
Each script is under 60 seconds when spoken at a natural pace. That's the sweet spot. This same principle of brevity applies when you're learning how to ask for a call on LinkedIn: say what matters, skip the rest.
Frequently Asked Questions
What's the ideal length for a LinkedIn voice message?
45-90 seconds is the sweet spot. Anything under 30 seconds might feel abrupt. Anything over 90 seconds risks losing their attention. If you need more time, schedule a call instead of sending a marathon voice note.
Can I send voice notes on mobile but not desktop?
Yes—LinkedIn voice messaging is primarily a mobile feature. Recipients can listen on desktop, but recording is easiest on mobile. If you're a desktop-first user, this might influence your decision to stick with text.
What if someone never responds to my voice note?
Don't take it personally. Some people simply prefer text and won't engage with voice. After one unanswered voice note, switch back to text for follow-ups. Respect their preferred communication style.
Should I transcribe my voice notes for accessibility?
LinkedIn doesn't auto-transcribe voice notes yet, so if accessibility is a concern (or if the message contains important details), follow up with a text summary. This shows thoughtfulness and ensures your message is inclusive.
Next step: Master every type of LinkedIn message — Try ANDI Free.
