Voicemail Greetings: Dos and Don’ts

A voicemail greeting is what a caller will here in case you aren’t there to answer the call. Actually, recording such greetings might be a problem as it is really important that your message is detailed and useful.
Before you start, think of what kind of an answer you’d like to get in return in the same like situation. Then do the following:

  • Write the text of the greeting down. It is better not to record your message out of hand otherwise you are sure to finish with quite a few pause fillers (like Eh…, er…, etc.). Besides, if you have it written you’ll have an opportunity to rehearse it.
  • Make sure the text is short and precise. Choose words carefully. No jokes, no music. Imagine you calling on some important business and hearing some Hello-Are-you-there-Ha-ha-I’m-not- at-home-leave-a-message staff. Will you be pleased? Doubt it. So, follow the etiquette.
  • Give the name of the company. Explain the reason why you can’t answer the phone (out of office, ill, on vocation, on the second line, etc.) Say when precisely you can call back. Leave your contact phone/pager number, so that the person calling can reach you in case of emergency.
  • Choose a slow speech tempo; speak in a calm and clear voice.

Professional voicemail greetings: 5 important “musts”

If you take interest in your clients’ and partners’ positive attitude, make sure your business voicemail greetings are composed accordingly. Apart from recording them on your own, remember to:

  • Greet the caller and give your name, position in the company, and the name of your company/department.
  • Explain briefly why you can’t answer at the moment and invite the person calling you to leave a message.
  • Give exact information on when you will be free and call back or be reached.
  • Leave contacts for emergency situations (phone/pager number, telephone number and name of someone who is in charge and is sure to help)
  • Make sure your message doesn’t exceed a 25-seconds duration limit.

And don’t forget that there are loads of sample messages available on the Internet. So, in case of emergency use one of them. Let your voicemail messages always sound right!