How do I create a voicemail message?
Voicemail messages serve an important communication function by allowing callers to leave a message when the recipient is unavailable to answer the phone. Effective voicemails relay key details and ensure the recipient can understand the message and purpose for calling. Given statistics showing that 80% of sales calls go to voicemail, crafting a clear and concise voicemail is a critical business skill.
This guide will explain the key steps for creating effective voicemail messages that deliver vital information to recipients and encourage a callback. By following best practices for voicemail creation, callers can increase the likelihood of connecting with recipients and accomplishing their communication goals.
Prepare Your Message
The first step when leaving a voicemail message is to know who you’re calling and why, so you convey the right tone and details.
Have all the relevant information available before making the call, like names, numbers, dates, locations, or any other key details you may need to leave in the message.
It also helps to outline your main points or the purpose of the call. Write these key items down so you cover them concisely during your message without forgetting something critical. For a business call, this outline may include the reason for your outreach, key details around a request, and action items or next steps. For a personal call, note the purpose of your message, any specific information you need to share, and ask them to return your call.
Speak Clearly and Concisely
When leaving a voicemail, it is important to enunciate your words and speak slowly and clearly. Going too fast can make it difficult for the recipient to understand everything you say. Aim to keep your voicemail message concise as well. Industry experts recommend limiting voicemail length to around 30 seconds or less.
Keep your message short and direct, focusing only on the key details the recipient needs. Stick to identifying yourself, stating the purpose for your call, providing pertinent information like phone numbers or dates, and asking for any actions you need the person to take. Additional minor points or pleasantries can be left out.
State Your Name and Reason for Calling
The first step in a professional voicemail greeting is to clearly state your full name. This is important so the person listening immediately knows who is leaving the message. It also demonstrates transparency and helps build trust right away. According to the resources referenced, it’s important to speak slowly and clearly when stating your name.
After stating your name, briefly explain the purpose of your call. Providing details upfront about why you are contacting someone helps set clear expectations about the message. It also shows respect for the listener’s time by getting right to the point. Some examples would be: “I’m calling about the marketing proposal you requested” or “This is regarding the meeting we have scheduled for next Tuesday.”
The key is to be concise while still offering enough context so the recipient understands the nature of the call. Avoid rambling or making the person wade through extraneous information to figure out why you are contacting them.
Provide Key Details
If you’re leaving a message or calling about a specific meeting time, appointment, or other important details, make sure to clearly spell out the specifics. This can help reduce confusion on the other person’s end. For example:
- State your phone number slowly and clearly to ensure the recipient can capture the information correctly: “Please call me back at 515-123-4567.”
- Spell out any names, places or details that may be unclear or difficult to transcribe: “Please call Sarah Jones at Acme Enterprises regarding the April 5th meeting.”
Providing clear key details upfront helps the recipient know how to best respond and follow up on your message (Indeed.com).
Ask for Specific Action
When leaving a voicemail, it is important to ask the recipient to take a concrete action so they know how to best respond. You can request that they call you back, email you, or provide some other type of response. Be as direct as possible. You can say something like:
“Please give me a call back at your earliest convenience regarding this account. I am available anytime this week between 9 am and 5 pm.”
It is often helpful to specify if a response is needed by a certain date or time. You can state this clearly after requesting the action. For example:
“Please email me by the end of the day tomorrow to confirm receipt of this voicemail and provide feedback on the proposal.”
Giving a time frame creates accountability and encourages a prompt reply. Tailor the request based on the urgency and nature of the message so you receive the response you need.
Repeat Contact Information
It is critical to clearly provide your callback number in the voicemail message. Speak slowly and enunciate each digit of your phone number. Repeat the full phone number twice to ensure accuracy. For example: “Please call me back at 555-123-4567. Again, my number is 555-123-4567.” Also provide an email address as an additional way to get in contact. Say your email address slowly and clearly after repeating your phone number.
According to the article on Indeed, “Ensure your contact information is clearly spoken: It is sometimes easy to rush through your name and phone number when leaving a voicemail.” Repeating your number twice helps prevent any misheard digits.
Keep it Professional
When leaving a voicemail message, be sure to maintain professionalism by following a few key guidelines:
Avoid background noise and interruptions. Find a quiet location before placing your call to minimize disturbances. As this source advises, background noise can be distracting and make your message difficult to understand.
Speak politely and respectfully on the recording. Use a courteous tone and professional language that is suitable for a business communication. You want to come across as credible and considerate. As noted in this article, do not eat food while leaving a voicemail since this can be rude and off-putting.
Do not leave confidential information. Be mindful of what details you include. Avoid discussing private matters, as voicemails may potentially be overheard or shared by others. As with any communication tool, it is wise to exercise discretion.
Listen and Revise if Needed
It’s important to play back your voicemail message before sending it to ensure clarity and completeness. Most voicemail systems include an option to review or re-record your message before sending. For example, Google Phone App lets you tap the “Review” button to listen to your recording before sending it as a voicemail message
As you review your message, listen closely to make sure your name, reason for calling, key details, and contact information came across clearly. Check that your tone and pace are appropriate. If the message does not sound satisfactory upon playback, use the options provided to re-record the message or resume recording from the last stopping point. For example, Verizon’s voicemail system allows you to “Press 3 to re-record your message” or “Press 4 to resume your message where you left off.”
Revising an unsatisfactory voicemail recording ensures the recipient gets a clear, professional, and complete message. Taking the time to listen and fix any unclear portions leads to better communication.
Conclusion
In summary, an effective professional voicemail message should clearly state your name, reason for calling, key details about the issue, and request specific action from the recipient. Speak slowly and clearly, repeat your contact details, and keep the message brief yet courteous and professional.
Crafting a polished, informative voicemail message allows you to effectively communicate with colleagues and clients even when you are unavailable to take a call directly. Putting thought into your voicemail greeting ensures callers receive the information they need.