How to Get Past the Gatekeeper Without Tricks
How to get past the gatekeeper on cold calls without tricks: be clear, ask for help, use what they tell you and know when to call back. Start free.
Zubair Afzal · Founder, Koachly
Last updated · 6 min read
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The way to get past the gatekeeper is to treat them as someone who can help you: say who you are and why you’re calling in one line, then ask for the best way to reach the person. No tricks, no fake familiarity. Honest and clear works better, and it keeps the door open for the next call.
Who is the gatekeeper, really?
The gatekeeper is the person who answers before you reach the decision maker. It could be an executive assistant, a receptionist, an office manager or a colleague. Their job is to protect someone’s time. They are not your enemy.
In fact, they often know more than anyone else about how the person works: when they’re free, what they care about this month, and who else handles what. If they trust you, they can help a lot. If they don’t, the line goes quiet for good.
Why tricks don’t work
You’ve probably heard the old tricks. Here’s why we don’t use them:
- Pretending you know the person. “Hey, it’s Alex, is Maria around?” Assistants hear this every day. And if it works, Maria finds out in ten seconds that you lied.
- Saying they asked you to call. If it isn’t true, you’ve lost the deal before it started.
- Being vague on purpose. “It’s about a business matter.” This sounds like a sales call trying not to be one.
- Talking down to them. Treating the assistant as an obstacle is rude, and they remember.
The honest version takes the same number of seconds and keeps your name clean.
What to say: who you are and why, in one line
Lead with your name, your company and the reason for the call. Keep the reason about their world, not your product.
Example“Hi, this is Sam from Northline. I work with finance teams on month-end reporting, and I was hoping to speak with Maria about it. Could you help me with that?”
That’s it. Then stop talking. The question at the end matters. People like to help when you ask.
Talking to assistants: ask for their help
If the person isn’t available, don’t just ask to leave a message and hang up. Ask questions that help you next time.
- “What’s the best way to reach her?”
- “Is there a time of day that usually works better?”
- “Is Maria the right person for reporting, or does someone else look after that?”
- “Would it be better if I sent a short email first? Who should I send it to?”
Write down everything they tell you, including their own name. Next time you call, use it.
Example“Hi Jordan, it’s Sam from Northline again. You mentioned Thursdays are better for Maria, so I thought I’d try now.”
If they give you a different name, that’s a win. Call that person and say how you got there.
Example“Hi Priya, Jordan in Maria’s office said you look after month-end reporting, so I wanted to reach out to you directly.”
Gatekeeper scripts: what they say and what to say back
| The gatekeeper says | What to say back |
|---|---|
| “What is this regarding?” | “I help finance teams cut time on month-end reporting. I wanted to see if it’s worth a short chat with Maria.” |
| “Is she expecting your call?” | “No, this is the first time I’m calling. Is there a better way to reach her?” |
| “She’s in a meeting.” | “No problem. When is she usually easier to catch?” |
| “Can you send an email?” | “Happy to. Which address is best, and is it fine if I mention we spoke?” |
| “We’re not interested.” | “Thanks for telling me. Just so I don’t bother the wrong person, who handles reporting there?” |
| “I’ll take a message.” | “Thank you. It’s Sam from Northline, about month-end reporting. I’ll also try again Thursday morning.” |
Leave a short voicemail
If you get sent to voicemail, keep it under 30 seconds. Say who you are, why you called, and when you’ll try again. Don’t pitch.
Example“Hi Maria, it’s Sam from Northline. I work with finance teams on month-end reporting and had a quick question for you. I’ll try you again Thursday morning, or you can reach me on 555 0142. Thanks.”
When to call back
- Use what they told you. If the assistant said Thursdays, call on Thursday.
- Try the edges of the day. Early morning and late afternoon are often outside meeting blocks.
- Change the day. If Monday didn’t work, try Wednesday, then Friday.
- Space it out. A few days between calls is polite. Calling three times in one day is not.
When to try another channel
If you’ve called a few times over a couple of weeks and left a voicemail, try something else. Send a short email and mention the calls. Or send a brief note on a professional network. Keep the message about their problem, and make it easy to say yes or no.
Once you do reach the decision maker, the next 30 seconds matter most. Our cold calling tips that work and sales call script cover what to say next.
How to practice before you dial
Gatekeeper calls are short, so they’re easy to practice. Write your one-line opener and your three help questions. Say them out loud until they sound like you, not like a script.
Koachly, an AI sales coach, lets you practice with an AI buyer on every plan, including Free. You can rehearse your opener and your answers to “what is this regarding?” until they feel natural, then try the real call.
Gatekeeper FAQ
How do you get past the gatekeeper on a cold call?
Be clear and honest. Say who you are and why you are calling in one line, ask for their help, and ask for the best way and time to reach the person. Use any names or tips they give you, and thank them.
Should I pretend I already know the decision maker?
No. Gatekeepers hear that trick all the time and usually spot it. If they pass you through on a false story, the decision maker finds out on the first sentence, and you have lost trust with both of them.
When is the best time to call back?
Ask the gatekeeper, since they know the person's day. If you cannot ask, try early in the morning or late in the afternoon, outside the usual meeting blocks, and try a different day of the week each time.
When should I stop calling and try another channel?
If you have called a few times over a couple of weeks, left a voicemail and still not reached them, switch to email or a short note on a professional network, and mention that you called. Keep it short and useful.
Related reading
Written by Zubair Afzal, Founder, Koachly.
He started Koachly to help reps during the call, not days after it.