Voicemail Messages

Leave a clear, co ncise, and p rofessio nal vo icemail

 1. What is a voicemail?

• Features Of Voicemail

• Advantages And Benefits Of Voicemail

2. Professional Voicemail Greetings to Engage

Your Callers

• What is a professional voicemail greeting?

Agenda • Elements of a great professional voicemail

greeting

• Professional voicemail greeting examples to

boost your credibility

3. Techniques to master voicemail messages and to leave an

effective professional voice mail,
What is a voicemail?
A voicemail is an electronically stored voice message that is left by a
caller to be retrieved later by the intended recipient. The recipient can
retrieve the stored message through phone, desktop, email and other
communications devices, depending on the business phone system
the recipient's company uses.
 There are delivery features for the sender of the voicemail to either play or deliver

Features Of the message. There are also notification features that notify voicemail recipients of
waiting messages.

Voicemail

Voicemail comes with

features like a user interface
to enable selecting, playing,
and managing of messages. 
 Advantages And Benefits Of
Voicemail
• 24/7 Accessibility
Voicemail ensures that your business and employees are always reachable. While voicemail is often less desirable
than reaching someone live, it's a better experience than not being able to reach a person at all. This is especially
useful for roles where employees are typically away from the phone, like traveling salespeople or service people,
or even just when average employees are unable to answer their phones while they attend meetings. 
• Eliminate On-Hold Calls
Being put on hold is a frustrating experience for most people. With voicemail, a client or customer gets to
communicate their concerns promptly without feeling that their time has been wasted by being put on hold. Then,
the recipient can return their call as soon as they're available, which reduces on-hold wait time for the caller.  
• Many Clients Prefer Voicemails
Voicemails enable clients and customers express their concerns efficiently without being interrupted. A client or
customer gets to focus on their main concerns without diverging into irrelevant information. 
• Cost-Effective
Voicemail may reduce staff expenses while still maintaining certain levels of customer satisfaction. With voicemail,
a business may not need as much customer service staff. A business can also cut down on overtime pay in
customer service staff by allowing voicemail to answer calls during certain times of day. 
• Call Screening
Voicemail enables your staff to screen incoming calls. The high priority calls to get immediate attention and non-
urgent matters may be sent to voicemail to be acted upon at a later time.
Professional Voicemail Greetings
to EngageYour Callers
A professional voicemail greeting
is a vital component of your
c o m m u n i c a t i o n s t r a t e g y. I t c a n
increase engagement with your
clients, create rapport and leave a
g o o d fi r s t i m p r e s s i o n w h e n y o u ' r e
currently not available to pick up
the phone
What is a professional voicemail greeting?
A professional voicemail greeting is a recording that informs clients and
business partners you are not available to receive their call. It is an
essential part of any effective business communication strategy, especially
if you are in sales. A great professional voicemail greeting allows you to win
Knowing the perfect words to include in deals from prospects and customers even when you cannot speak with
them immediately. By letting them know you will call if they provide their
your professional voicemail recording name, number and message, you encourage customers to trust your
increases the chances of keeping your professionalism and competence.
business relationships intact in your
absence.
 Information: Your business voicemail should provide
all the information the caller needs. At the least, the
recording should include your name, the name of your

Elements of a great company and your office hours. You can also include
the best way to reach you—such as an email—and
provide that contact information. If they can leave a
professional voicemail message, let them know in the message.

greeting
Validation: A great professional voicemail greeting should
A n e ff e c t i v e p r o f e s s i o n a l v o i c e m a i l thank the caller for their call and apologize for missing it. If
greeting should have these elements: you can't do both, at least show gratitude or regret.

Motivation: The aim of a professional voicemail is to

keep the caller on the line long enough to listen to your
message. You do that by motivating them enough to
listen and leave their message. For this to happen, your
recording must make them wait for their turn to speak.

Length: Keep your voicemail greetings within 10 and

30 seconds. Many people will appreciate a short,
concise message that gives them all the information
they need immediately.
 Professional Voicemail Greeting
Examples to BoostYour Credibility
1. You have reached [your name] at [your company]. Thank you for calling. Please leave
your name, number and a message, and I will get right back to you.
2. You've reached [your name] at [your company]. I'm sorry, but I'm temporarily
unavailable. Please leave your name and number, and I'll return your call as soon as
possible.
3. Thank you for calling. I apologize for missing your call. I'm busy right now, but if you
leave your name, number and message, I will return your call as soon as possible.
4. Thank you for calling. I'm sorry for being unable to take your call at the moment.
Please leave me your name, number and message and I'll return your call at the
earliest opportunity.
5. Hi, you've reached [your name] at [your company]. I'm away from my desk. Please
leave your name, number and a message, and I will get right back to you.
6. Hi, thank you for calling me. I apologize for not answering the phone at the moment.
Please leave your name, number and message, and I will call you back as soon as
possible. You can also send me an email at [your email]. Thank you and have a nice
day.
7. Hey, this is [your name]. I'm sorry for not picking up your call right now. Please leave
your name, number and a brief message, and I will get back to you at the earliest
opportunity. You can also reach me via email at [email address] and I will reply to you
shortly.
1. Hi, you've reached the voicemail of [your name] at [your company]. I'm away from my desk, in a meeting
or on the other line. Please leave your name, number and a brief message after the tone and I will get
back to you as soon as I can.
2. Hello. You've reached the office of [your name] at [your company]. I will be out of the office from [date] to
[date]. Please leave your contact information with a brief message, and I will call you back as soon as I
have the chance. If you need to speak with someone urgently, please contact [name of colleague] at
[email or phone number]. Thanks for calling.
3. Thank you for calling [your name] at [company name]. Unfortunately, I can't take your call right now.
Please leave your name, number and a message, and I will call you back as soon as I have the opportunity.
4. Hi, It's [your name] of [your company]. I'm in a meeting at the moment. Please leave your message and
contact information, and I will get back to you within [realistic timeframe]. Thank you for calling.
5. Hey, there. You've reached [your name]. Please leave me a brief message about the reason you are calling
and your contact information. I will call you right back at the earliest opportunity. Have a nice day!
6. Hi, you've reached [your name] at [your company]. Please send me an email at [email address] if this is
urgent, and I'll get in contact with you as soon as possible. If this is not urgent, please leave me a brief
message about the reason you are calling with your contact information, and I'll get back to you in the
next 24 hours. Have a great day.
7. Hi, you've reached [your name] at [your company]. I'm unavailable right now on official duties. But if you
leave your name and number and a brief message on why you are calling, I will call you back at the
earliest opportunity.
8. Hi, this is [your name] at [your company]. If you are calling for [include reason] please visit our [website,
social media handle, etc.], contact [name and title of colleague and phone number] or send me an email
at [insert email address]. For other inquiries, leave a brief message and your name and number and I will
call you back by [timeframe].
 Techniques to master voicemail messages and to leave
an effective professional voice mail
1. Be confident and upbeat in your voice
• The way you sound is the most important thing to remember. You want to
leave a good and lasting impression on the person you called.
• People respond better to positive and energetic tones, keeping in mind to
use an authoritative voice.
2. Find a connection and express it.
• People tend to respond and feel more comfortable if you have a mutual
friend, contact or co-worker in common. Mention it!
• If possible, finding a creative link makes yourself memorable.
3. Be brief and to the point.
• No one wants to listen to a rambling voice mail especially in our fast-
paced business culture.
• Sometimes upon retrieving voice mail messages, a recording tells you
how long the upcoming message is. If it's too long, you will probably be
deleted before you have even been heard.
4. Be specific and provide a Call To Action
• When you focus your message on one clear and confined topic, you will
most likely get a call back.
• Open ended voice mails are unfavorable among clients. The point of a
voice mail is to get what you need answered. Tell them what you want
them to do, e.g., "Call me back." "Check out my website."
5. Make sure your contact information is spoken clearly.
• Say your contact information clear and slow. Most of the time people
are listening to their messages on-the-go, so try to eliminate the
potential of having them repeat the message over.
• Leaving your email address as contact option is a good way to come
across less threatening
 The Pros of Using a Human Voice
You should introduce yourself to a prospective client in a personal way. An
email doesn't generate much discussion, nor does it necessarily show you
went the extra mile in contacting the client.
Generating conversation.
A professional, well conveyed voice message shows the voice mail receiver
that you are confident and well-spoken, and that there is a person behind the
message.
The Pros of Emails
Emails can be prepared, edited, and revised unlike voice mail messages
An email or email chain thread is documentation of a conversation that can
easily be referenced
In an email you can include a phone number, address, website, etc that may
be hard to remember or record through voice mail communication
Emails can be forwarded, CC'ed, and blasted.
Let's try to leave a clear,
concise, and
professional voicemail