Leaving the perfect Voicemail

Leaving the perfect Voicemail

Do you always find it difficult to communicate on voice mail? Well, you are not alone, many people experience the same, especially during moments when they don’t know how to begin, so they start fumbling over words, trying to search for the correct way of putting their message across.

You don’t have to appear like you’re not sure of what you want to say. Furthermore, you don’t want to come across as plain rude when leaving your message. So here are 5 tips that can help you leave the perfect voice mail message:

  1. Pleasantries

    Nothing puts off more than a message left on voice mail without some form of pleasantries. A calm ”Hello” or ”Hi” would be most appropriate when you want to communicate. These words sound simple, but they are usually appreciated when included in voice mail messages. Furthermore, beginning your messages with such kind of greeting will prompt a quick response.

  2. Contact information

    As soon as you greet the person on the other end, make sure you state your name, where you work and contact information. There are high chances that the person on the other end will want to get back to you. And just in case your message was cut off, they can always get back to you easily using the contact information you left behind.

  3. Message timing

    You need to be brief in your voice mail calls. Within a very short period of time, you should be able to state the reason why you called in a sentence or two.

  4. Invite response

    The reason why you’re leaving a voice mail message behind is because you want the person to get back to you. So you need to sound courteous whenever asking for a response. Ask the other person to get back to you at their convenience. Ask them to call you back when they get the chance to.

  5. Summarize with contact information again

    This is the surest way to reinforce your contact information–just in case the recipient missed a digit the first time you stated it. Again, give out your name, company name and phone number.

In general, your message should sound like this:

Hello Ruth, this is Naomi with Ruby Receptionists. You can reach me at 778-774-1435. I have a few questions about your upcoming webinar, and would love to chat with you about it when you have time. Again this is Naomi from Ruby, contact 778-774-1435. I look forward to hearing from you. Have a nice day.

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