How to Leave a Professional Voicemail Message

Receptionist leaving a voice message
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In today’s digital world, where we’re all about instant connections, the good old voicemail still plays a vital role in professional settings. It’s that friendly bridge that connects us when we can’t chat directly, allowing for a personal touch in our messages.

Crafting a top-notch voicemail greeting is key to setting a positive tone for future interactions. It’s not just about sharing the necessary info but also about making a great first impression. So, let’s get into the art of creating voicemail greetings that are not only informative but also welcoming, ensuring your professionalism shines through.

What is a Good Voicemail Greeting?

Think of your voicemail greeting as your welcoming committee when you’re not around to take a call. It’s your first chance to show how professional and attentive you are. The perfect greeting is clear, straight to the point, and gives the caller all they need to know about when you’ll be back and how they can leave a message.

Your greeting should have:

A Friendly Hello: Kick things off with a cheerful greeting to make the caller feel right at home.

Who You Are: Make sure to introduce yourself and your company, so the caller knows they’ve got the right number.

Why You’re Missed: Quickly share why you can’t take the call and when you’ll be able to get back to them.

A Nudge to Leave a Message: Encourage the caller to leave their details and why they’re calling.

A Big Thanks: Finish with a thank you to show you appreciate their call.

For example, a great voicemail greeting might be:

“Hi there, you’ve reached [Your Name] at [Company Name]. I’m currently away from my desk or in a meeting. Please leave your name, contact info, and why you’re calling, and I’ll get back to you as soon as I can. Thanks for getting in touch!”


What to Say in a Voicemail Greeting

Creating an inviting voicemail greeting means thinking about what to say to make sure your message is both friendly and useful.

Here’s what you should cover:

A Warm Welcome: Start with a cheerful and professional hello, like “Hi and thanks for calling.”

Introduce Yourself: Let them know who you are and where you’re from, confirming they’ve dialled the right number. For instance, “It’s [Your Name] here from [Company Name].”

Ask for Details: Politely request the caller to leave key info to help you get back to them effectively. Suggest they leave “your name, contact number, and a quick message.”

Set Call-Back Expectations: Be clear about when they can expect to hear back from you, such as “within the next business day.”

Keep It Personal and Professional: Tailor the greeting to reflect your role or your business’s vibe while keeping things professional.

Here’s a friendly yet professional voicemail message example:

“Hey there, you’ve reached [Your Name] at [Company Name]. Sorry I missed your call. Please leave your name, number, and a brief message, and I’ll be sure to get back to you within the next business day. Thanks for reaching out!”

How to Leave a Professional Voicemail

Leaving a professional voicemail is just as important as having a great greeting.

Here’s how to make sure your messages hit the mark:

Introduce Yourself: Start by sharing who you are and where you’re calling from.

Get to the Point: Clearly explain why you’re calling, providing enough detail for the recipient to follow.

Keep It Short: Aim for a message that’s brief yet informative, ideally under 30 seconds.

Share Your Details: Even if you think they have it, state your contact number clearly.

Repeat for Clarity: End by repeating your name and number to make sure they’ve got it.

Sign Off Politely: Finish with a friendly thank you or similar sign-off.

An example might be, “Hi, it’s [Your Name] from [Company Name], calling about [Reason]. My number is [Your Contact Number]. Thanks!”

Why a Professional Voicemail Matters

A professional voicemail message is crucial for a bunch of reasons:

Making a Great First Impression: Your voicemail might be the first interaction someone has with you or your business, so make it count!

Keeping Things Efficient: A clear voicemail helps get the important info across quickly, making follow-ups a breeze.

Showing You Care: A professional message shows you value the caller’s time and are serious about your role.

Being Available: It lets people know when you’ll be back and that you’re keen to chat, encouraging them to leave a message.

In short, nailing your professional voicemail is a key part of effective communication in the business world, ensuring those missed calls don’t mean missed opportunities.


Tips for Aceing Professional Voicemails

Here are some extra tips to keep in mind:

Plan Your Message: Think about what you want to say beforehand to avoid waffling.

Speak Clearly: Make sure you’re easy to understand by speaking at a steady pace.

Be Specific: Give enough detail to get your point across without going overboard.

Cut the Filler Words: Try to skip the “ums” and “ahs” for a smoother message.

Follow Up: If you don’t hear back, a polite follow-up call can work wonders.


When a Good Voicemail Really Counts

Good voicemails are super important in situations like:

Job Hunting: A professional voicemail can reinforce your interest and professionalism when following up on job applications.

Business Deals: Clear communication is key in negotiations, helping maintain trust and clarity.

Client Chats: A well-thought-out voicemail can strengthen client relationships by showing you’re professional and respectful of their time.

Mastering the art of the voicemail is more than just a handy skill; it’s an essential part of making a great impression and keeping your professional game strong. Whether it’s your greeting or a message you’re leaving, putting in that extra effort can really make a difference in your professional interactions and opportunities.

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Article by Michelle

March 25, 2024