Call-Back Script Sheet - What to Say When You Miss a Call

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Call-Back Script Sheet

"What to Say When You Miss a Call"

For local & service businesses with after-hours or on-call needs

Essential Call-Back Scripts

General Missed Call – Called Back Within a Few Hours

📞 Phone script:

"Hi, this is [Your Name] from [Your Business Name]. I'm so sorry we missed your call earlier. I just wanted to follow up personally and see how we can help. What were you calling about?"

💬 Text version:

"Hi, this is [Your Name] from [Your Business Name]. Sorry we missed your call earlier — are you still needing help with something? Happy to assist."

After-Hours Callback (Next Morning)

📞 Phone script:

"Good morning! This is [Your Name] following up from [Your Business Name]. I saw that you tried reaching us last night — I wanted to apologize for the delay and see if you're still needing help."

💬 Text version:

"Hi, it's [Your Name] with [Your Business]. Sorry we missed your call last night. Are you still needing service today?"

Voicemail Response (Caller Left a Message)

📞 Phone script:

"Hey [First Name], this is [Your Name] from [Business Name]. I just listened to your voicemail — thanks for reaching out. Let me get a few quick details and we'll get you taken care of."

💬 Text version:

"Hi [First Name], this is [Your Name] from [Business Name]. I got your voicemail — thanks for reaching out! Can you confirm what time works best for a quick call?"

Emergency or High-Urgency Situations

📞 Phone script:

"Hi, this is [Your Name] from [Business Name]. I saw we missed your call earlier, and I just wanted to check in. Was this an urgent issue? If so, I can prioritize getting someone on this."

💬 Text version:

"Hi, this is [Your Name] from [Business Name]. Just following up — was this an emergency call? If you still need help, we'll make sure it's handled ASAP."

They Didn't Answer When You Called Back (Voicemail)

🎙️ Voicemail script:

"Hi, this is [Your Name] from [Your Business]. Sorry we missed your call earlier — I just tried giving you a ring to follow up. Feel free to call or text me back at [Phone Number] and we'll take care of you."

Industry-Specific Variations

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HVAC / Plumbing

"Hi there, I just wanted to follow up on your call from earlier. Are you still needing someone to take a look at your AC/furnace/plumbing issue?"

"We've got a couple time slots open today or tomorrow if needed."

🧽

Cleaning Services

"Hi, just wanted to follow up on your inquiry — were you looking for a one-time cleaning or recurring service?"

"We'd love to get you on the schedule."

🔐

Locksmith

"Hey, I saw you called earlier. Were you locked out or needing to schedule a rekeying service?"

"If it's still urgent, I can dispatch someone or let you know when the next tech is available."

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Med Spa / Beauty Services

"Hi! I'm so sorry we missed you earlier — were you calling about a treatment or appointment availability?"

"We still have a couple of slots open this week."

Tips & Tricks for Better Call-Backs

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Be fast:

The sooner you respond, the more likely they still need help.

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Be human:

Apologize for the missed call. Sound warm and helpful.

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Use text + call:

Many people won't answer a random call, but they will reply to a text.

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Keep a template handy:

Save your scripts to notes or CRM for easy reuse.

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Log your follow-ups:

Always track when you returned a call and what happened.

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Don't pitch — serve:

Call-backs are about helping, not selling. Help first, build trust, then book.

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