In a world of unified communications, video conferencing, bring-your-own-devices-to-work policies and other cutting-edge communications, the voicemail message remains essential. It’s a unique calling card.
If your greeting is engaging, callers are liable to be impressed, perhaps at a subconscious level. If, however, you come across as fuzzy or long-winded, you may plant seeds of doubt about your professionalism.
With that in mind, here are some tips and scripts for voicemail excellence. You might even make voicemail recording lessons part of your standard employee training.
Be concise
Make your message crisp and to the point. Say hello, and state your name, your business name and, if you want, your job title. Relay that you’re out of the office or away from your phone. If you choose, provide your email address or another company phone number for urgent requests.
Then request any information the caller should leave for you. Most likely, you’ll want the person’s name, phone number and their reason for calling.
You might give the caller an idea of when you’ll return the call, but you don’t have to. It would be worse to provide a time frame you aren’t able to meet, so don’t overpromise.
Be warm
It’s best to avoid a monotone. Although you’re presenting basic facts, try to sound genial and somewhat enthusiastic. As you’re reciting your message, you might smile and think of something that makes you happy – a recent skiing trip, for example – or pretend that you’re speaking to an old friend.
Be serious
Going for voicemail humor is rarely a good idea. To those who call you repeatedly, your message will quickly lose its charm. A caller with a different sense of humor may misunderstand you. And for someone calling you in an emergency, your attempt at wit could seem dreadfully out of place.
Speak clearly
Before you record your voicemail, practice your lines a few times so the words are familiar. Find a happy medium between rushed and drawn out. And, if you trip over your tongue as you record, just start over.
When you’re done, play your message back. Is each word audible? Better yet, ask a few colleagues or friends to listen to it if you are unsure. Can they hear everything you say easily? Do they have any other useful feedback?
Sample scripts
- Hello, you’ve reached Jim Jimby, vice president of customer success at Winning at Life Industries. I’ll be out of the office until [date returning]. Please leave your name, number and reason for calling at the beep, and I’ll be happy to return your call when I’m back. For anything urgent in my absence, please contact our main call center. Thank you!
- Hi, this is Sarah Sarahson at Awesome Technologies. If you leave me your name and phone number, I’ll get back to you as soon as possible. And, if you need assistance right away, please call our main helpline at 1-800-555-1234. Have a great day!
- Thanks for calling. This is Willie Williams at Sweat It Out Fitness. I’ll be away from my desk today but please feel free to leave a message with your name and number. You can also email me at Willie@hugemuscles.com. We look forward to serving you.
Whether your work phone is a mobile phone, a landline or a wearable, your voicemail recordings are important. If you can do relatively simple things like voicemail messages professionally, consumers will be more likely to consider trusting you with more important things – like securing their sensitive data. Every voicemail becomes part of your brand.