Leaving a clear and polished voicemail message is an important professional skill. With the prevalence of email, texting, and other digital communication, voicemails may seem old-fashioned. However, they remain a vital way to connect with colleagues, clients, recruiters, and others when you miss a phone call.
When done right, a professional voicemail greeting presents you as organized, courteous, and competent. It ensures your contacts get the information they need to follow up. With some simple strategies, you can craft voicemails that make a great impression.
Start your voicemail message off right with a proper greeting. Your greeting should:
“Hi, this is Michelle Smith from Acme Marketing. Thanks for calling!”
Keeping your greeting short, simple, and professional is key. Avoid long greetings or complicated menus that frustrate callers.
Next, briefly explain why you missed the call. Some options are:
Giving a quick reason is polite and shows you would have answered if possible. Whether you’re in a meeting, at lunch, or not working that day, a simple explanation is all that’s needed.
Let the person know when you expect to be available again. Examples include:
Giving an estimate of when you can return the call manages expectations. It shows you are organized about getting back to the person.
If you will be unavailable for an extended period, provide alternative contacts:
This allows the caller to still get timely help if they need it. Only include such alternatives if you will be gone for multiple days and have spoken with your colleagues about assisting callers in your absence.
Clearly leave any details the caller needs to get back in touch:
Leaving your phone number, even if it’s a direct line, also helps avoid confusion.
Speaking slowly and clearly when leaving your callback details is important. Repeat your number twice in the message to ensure accuracy.
End your voicemail message professionally with a simple sign-off like:
A warm goodbye wraps up your voicemail on a friendly note. Avoid overly casual or unprofessional sign-offs.
Keep these additional voicemail etiquette tips in mind:
Here are some examples of polished, professional voicemail greetings:
“Hi this is Samantha Jones, Marketing Manager at Crest Corporation. I’m currently away from my desk but please leave your name, number, and a detailed message after the beep. I’m working remotely today but will return your call as soon as possible. Looking forward to speaking with you!”
“Good morning, you’ve reached Mark Smith with Acme Designs. I’m unavailable to take your call right now but will be back in the studio later today. In the meantime, please leave your name, company, phone number, and a brief message. Or feel free to email me anytime at [email protected] . I’ll follow up with you shortly. Thanks!”
Mastering these voicemail tips and tricks will ensure you present a polished, professional presence, even when you can’t answer the phone. With practice, you’ll be able to leave clear messages that set you up for voicemail success.
Rio de Janeiro, Brazil
Airswift is seeking a Cost Control to work on a temporary (more than 1 year …
Aurora, North Carolina, United States
Airswift has been tasked by one of our major clients to find a R&D Lab …
Kitimat , British Columbia, Canada
Airswift is seeking a Project Manager to join one of our major Mining clients …
What should you consider when leaving voicemails?
These are all things to take into consideration when leaving your messages. Thank them at the end of the message. It’s good manners, and it’s professional. In the context of leaving voicemails, it is crucial to keep the message brief and to the point.
How do I leave a professional voicemail?
The following are a few tips to keep in mind when leaving a professional voicemail: Use professional language: Even if you are familiar with the person, as long as you’re calling in a professional capacity you should keep your language as professional as possible. Avoid using slang or abbreviations and be courteous and concise.
Why should you leave a professional voicemail?
When a person does not answer your call, this is when you’d leave a professional voicemail asking for a call back or relaying particular information. Another reason why leaving a professional voicemail is important is because it can convey your confidence and ability to communicate well.
What should I leave on my voicemail during a holiday?
Here are some samples of professional holiday greetings that you can leave on someone’s voicemail: 24. “You have reached (your name); thank you for your call. I won’t return to the office until (date); I’m now away on holiday. Please leave your contact information and the reason for your call, and I will get back to you as soon as I can.”
