A professional voicemail is a clear and informative message that you leave when you’re unable to reach someone directly on the phone. The goal is to convey the purpose of your call and, if necessary, provide details to elicit a timely response. By mastering the elements of a professional voicemail, you’ll come across as organized, respectful, and efficient in your communication.
- First, keep your message brief yet informative. A good rule of thumb is to aim for a message that’s between 20 to 30 seconds long. To achieve this, you can practice your message before calling.
- Next, always include your name, company, and reason for calling. This information allows the recipient to understand the context of your message and prioritize their callbacks accordingly. Make sure to speak slowly and clearly so the person receiving the voicemail can easily understand every word.
- Don’t forget to leave your callback number, even if you think the person already has it. This information can be a helpful reminder, and it makes it easy for the recipient to get in touch with you. Repeat the number at the end of the message to ensure the recipient can catch it.
Examples
“Hi Bob, this is Jane from (…) Company. I’m calling about our partnership proposal discussed last week. I have a few questions to finalize the agreement. Please call me back at 555-1234 when you have a chance. Thanks!”
“Hello Sue, this is John Doe from (…) Corporation. I’m calling to follow up on our meeting last Friday and discuss the product demo. You can reach me at 555-4321. Thank you!”
“Hey Tom, it’s Mary from Green Solutions. I wanted to touch base on the sustainability initiative we spoke about on Monday. My number is 555-6789, and I’d appreciate a callback. Once again, it’s 555-6789. Thanks!”
“Hi Emily, this is Paul from Tech World. I hope you’re well. I’d like to discuss the software update we talked about at our last meeting. Please give me a callback at 555-9876 when you get a moment. Have a great day!”
Professional Voicemail Templates
Template 1
Hey [Name], this is [Your Name] from [Your Company]. I’m just following up on our discussion regarding [Insert Topic]. Please give me a call back at [Your Phone Number] when you have a moment. Thanks, and have a great day!
Template 2
Hi [Name], this is [Your Name] with [Your Company]. I’d love to chat with you about [Insert Topic]. When you have a chance, please call me back at [Your Phone Number]. Thank you, and talk to you soon!
Template 3
“Hi, this is [Your Name] from [Your Company] returning your call. I have a question about […]. Please call me back at [Your Phone Number]. Thanks!”
Template 4
“Hello, this is [Your Name] with [Your Company]. I’d like to discuss our upcoming meeting on [Date] and confirm the time and location. Could you please give me a call back at [Your Phone Number]? Have a great day!”
Examples of Professional Voicemails
- Hi, this is [Your Name] from [Company]. I was calling to discuss [Topic]. Please give me a call back at [Your Phone Number]. Have a great day!
- Hi, [Recipient’s Name]. This is [Your Name] from [Company]. I received your inquiry about [Product or Service]. You can reach me at [Your Phone Number] to discuss further. I look forward to speaking with you.
- Hello, this is [Your Name] with [Company]. I was calling to confirm our meeting on [Date and Time]. If you need to reschedule, please call me back at [Your Phone Number]. Thank you!
- Hey there! It’s [Your Name] from [Company]. I wanted to touch base regarding our project. Please give me a call back at [Your Phone Number] when you have a moment. Thanks!
- Hi, [Recipient’s Name]. This is [Your Name] following up on our conversation from last week. I’m available to chat at your convenience. Please call me back at [Your Phone Number]. Speak soon!
- Hello, this is [Your Name] from [Company]. I wanted to provide you with an update on [Project or Topic]. You can reach me at [Your Phone Number] to discuss further. Have a great day!
- Hi, [Recipient’s Name]. This is [Your Name] from [Company]. I have an update on your account. Please return my call at [Your Phone Number]. Thank you!
- Hey, [Recipient’s Name]! This is [Your Name]. I was just calling to follow up on your [Product or Service] issue. If you still need assistance, please call me back at [Your Phone Number]. Have a great day!
- Hello, this is [Your Name] from [Company]. I wanted to introduce myself and offer my assistance with any questions you might have about our [Product or Service]. Feel free to call me back at [Your Phone Number].
- Hi, [Recipient’s Name]. I’m sorry I missed your call. This is [Your Name] from [Company]. Please call me back at [Your Phone Number] whenever it’s convenient for you. Thank you!
- Hey there, [Recipient’s Name]. This is [Your Name] from [Company]. Just wanted to check in on how everything is going with your [Product or Service]. If you have any questions, feel free to call me back at [Your Phone Number].
- Hello, [Recipient’s Name]. This is [Your Name] with [Company]. I tried reaching you today to discuss [Topic]. If you have time for a call, please contact me at [Your Phone Number]. Thank you.
- Hey, [Recipient’s Name]! It’s [Your Name] from [Company], and I have some exciting news about [Product or Service]. Give me a call back at [Your Phone Number]. I can’t wait to share it with you!
- Hi, this is [Your Name] from [Company]. I was calling to schedule a time for our upcoming [Meeting or Event]. Please get back to me at [Your Phone Number] with your availability. Thanks!
- Hello, [Recipient’s Name]. This is [Your Name] from [Company]. I noticed you recently used our [Product or Service], and I wanted to get your feedback. You can give me a call back at [Your Phone Number]. I appreciate your time!
- Hi, [Recipient’s Name]. This is [Your Name] from [Company]. I’m calling to remind you about [Upcoming Deadline or Event]. If you have any questions, please call me at [Your Phone Number]. Have a great day!
- Hey there, [Recipient’s Name]. This is [Your Name] from [Company]. I wanted to follow up on your [Product or Service] order. If you have any questions or concerns, please call me back at [Your Phone Number].
- Hello, this is [Your Name] from [Company]. I wanted to let you know about a new [Product or Service] we’re offering. Give me a call back at [Your Phone Number] if you’d like more information. Thank you!
- Hi, [Recipient’s Name]. This is [Your Name] with [Company]. I was calling to discuss potential [Partnership or Collaboration]. If you’re interested, please call me back at [Your Phone Number]. Take care!
- Hello, [Recipient’s Name]. It’s [Your Name] from [Company]. I have a quick question regarding [Project or Task]. If you could please call me back at [Your Phone Number], I would appreciate it. Thanks!
- Hey, [Recipient’s Name]. This is [Your Name]. I wanted to follow up on our meeting and share some thoughts. Give me a call back at [Your Phone Number] when you have a chance. Talk soon!
- Hi there, [Recipient’s Name]. This is [Your Name] from [Company]. Just calling to see if you’ve had a chance to review the [Proposal or Document] I sent over. Feel free to call me back at [Your Phone Number] to discuss. Thanks!
- Hello! It’s [Your Name] from [Company]. I wanted to share an update on [Project or Task]. Call me back at [Your Phone Number] to discuss further details. Thank you!
- Hi, [Recipient’s Name]. This is [Your Name] from [Company]. I was just calling to see if you need any assistance with your [Product or Service]. You can reach me at [Your Phone Number]. Have a great day!
- Hey there, [Recipient’s Name]. This is [Your Name]. I was calling to say thank you for your business and to see if you have any feedback or suggestions. You can reach me at [Your Phone Number]. Talk soon!
- Hello, [Recipient’s Name]. This is [Your Name] from [Company]. I wanted to provide you with some information on a recent [Policy or Process] change. If you have any questions, please call me at [Your Phone Number].
- Hi, [Recipient’s Name]. This is [Your Name]. I wanted to touch base on our last conversation and see if you’re ready to move forward with [Proposal or Agreement]. Call me back at [Your Phone Number] to discuss. Thank you!
Components of a Successful Voicemail
1. Introduce yourself: Always start by stating your full name and, if applicable, your company or organization. This helps the recipient immediately recognize who’s calling, which encourages them to return your call.
Example: “Hi, this is Jane Smith from ABC Company.”
2. Provide your reason for calling: Briefly mention the purpose of your call, making it clear and specific. Try to keep it concise while giving the recipient enough information to understand your reason for calling.
Example: “I am following up on our discussion last week about the marketing proposal.”
3. Give your callback number: Clearly state your phone number at a slow pace, so the recipient has enough time to write it down. Remember to provide your area code, and consider repeating your number to ensure they have the chance to confirm it.
Example: “Please feel free to call me back at 555-123-4567. That’s 555-123-4567.”
4. Indicate your availability: Share when they can expect your availability for a return call. This information will make it easier for the recipient to initiate the conversation and enhance the likelihood of a timely response.
Example: “I am available from 9 am to 5 pm this week, but feel free to leave a voicemail if I miss your call.”
The Ideal Closing
Sign-Off Choices
When leaving a professional voicemail, the way you sign off is vital. It’s an opportunity to leave a lasting impression on the recipient. To maintain a friendly and polite tone, you can use sign-offs like:
- “Thank you, goodbye.”
- “Have a great day!”
- “Looking forward to hearing from you soon.”
Feel free to personalize your sign-off, but always keep it professional and concise.
Including Essential Information
Before ending your voicemail, make sure you’ve provided all the necessary information for the recipient to get back to you. Here’s a list of what you should include:
- Your Name: State your full name in case the recipient isn’t familiar with you or your voice.
- Your Phone Number: Clearly and slowly state your phone number so they can return your call easily.
- Your Email Address: Mention your email address as an alternative means of communication. It can be helpful in situations where a phone call is not convenient.
- Availability: If you have specific times when you’re available for a callback, mention those to avoid phone tag.
Reviewing Voicemail
To ensure your message conveys the essential information, these three steps are helpful:
- Prepare: Before calling, jot down the key points you want to address. This might include your name, organization, reason for calling, and contact information.
- Practice: Rehearse your message out loud, focusing on clarity and conciseness. Keep it under 30 seconds for optimal impact.
- Polish: Review your message, refine your language, and make adjustments for brevity and professionalism.
Testing for Clarity
When leaving a voicemail, strive to make every word count. To ensure your message is easily understood, try these tips:
- Speak slowly and enunciate, taking care to pronounce each syllable.
- Use simple, professional language that conveys your points clearly.
- Confirm your message is concise by timing yourself and aiming to keep it under 30 seconds.
Pitfalls to Avoid in Professional Voicemails
- When leaving a voicemail, avoid rambling. It’s easy to lose focus and let your message drag on, but make sure your voicemail is clear and concise. Limit your message to 30 seconds or less, and make sure to deliver the most important information first.
- Poor structure can confuse the recipient and make it difficult for them to understand your message. Plan what you want to say before calling and break it down into key points. Stick to these points when leaving the message. A well-structured voicemail ensures that the recipient gets the necessary information without any confusion.
- Always be polite and pleasant; avoid sounding rude or confrontational. Make sure to use a friendly tone, smile while speaking, and keep your voice clear and steady. These factors create a positive impression and make it more likely the recipient will return your call.
- Never leave sensitive information in a voicemail. This could include financial data, password information, or any other private details. Voicemail accounts may not be completely secure, and you don’t want sensitive information getting into the wrong hands.
- Watch out for background noise when recording your voicemail. If it’s too loud, the recipient might struggle to hear your message. Find a quiet and calm environment to leave the message so that your voice is clear and easy to understand.