How to Leave a Professional Voicemail Greeting

Posted April 21, 2023

While leaving professional voicemails may sound trivial to some, or may be at the last of your business’s priorities, it’s actually one of the most important things you should look out for if you want to make a good impression on your customers.

A professional voicemail can do wonders for your marketing efforts. It can make you sound more polished and professional, which can go a long way in winning over new clients or customers. It can also help to build trust and credibility, which are essential for any successful business. It’s important to have a friendly sounding voicemail, but you also need to maintain a professional tone. You can get important information from your customers through voicemails, so it’s important to make sure that your voicemail sounds friendly and professional.

The Basics of Professional Voicemail Greeting

So before you start crafting your voicemail greeting, you should know its basic components first. They are the following:

Basic greeting (e.g. Hello, Welcome, etc.)
Your name and/or your company name (department name optional)
Sentence about how you cannot take the call as of the moment
Ask the caller to leave a message
Giving other options to the caller (e.g. contacting another person or department, etc.)
When the customer can receive a return call

The Steps on How to Make and Leave a Professional Voicemail Greeting

Now that you’ve got the basics down on what actually comprises a professional voicemail greeting, it’s time to get to work! Here are the steps on how you can leave a professional voicemail greeting:

Put yourself in caller’s shoes. This is the essential step that almost every company tends to ignore. You should ask yourself: if I were a customer, what would I want to hear? How do I want to be treated? Your customer is the most important aspect of your business, so you should put yourself in their shoes when you start crafting your greeting.

Silent space. When you start trying to record your voicemail greeting, you should look for a ‘silent space,’ where you will hear no background or white noise. Having a noisy background on your voicemail greeting can turn off your customer and make them feel unimportant! So look for a space where you won’t get distracted and has minimal or if you can, zero noise.

Write, practice, measure. Now before you record your voicemail greeting, unless you’re a person with amazing memory, you should probably write down your greeting first. After you write it, practice! By practicing you can see where you should pause, which words you should emphasize, and so on. And don’t forget to measure the length of your greeting. The most effective voicemail greetings are between 20 to 25 seconds in length.

Smile! Trust us, many people can ‘hear’ smiles. Again, this voicemail greeting will contribute to your client’s first impression of you and your business. Always smile, and be friendly to your customer!

Update, update, update! You should always keep your voicemail greetings ‘fresh.’ Update it every few weeks, especially if you need to give out new information to your clients, or if you need new information from them. Your frequent callers and customers may notice these changes, and feel that you truly care for them.

Go and Record a Professional Voicemail Greeting

You are now ready to go and record a professional voicemail greeting! Just follow our guide, and you’ll make good impressions to your clients in no time. Thanks to our comprehensive list, you no longer have an excuse for having an outdated, unprofessional, or confusing voicemail message. By following our tips, you’ll ensure that your business voicemail messages sound their best – and that’s a result every business can appreciate!