For many, a voicemail greeting is the first impression a customer gets for a business. You need to make sure your company’s message matches your company’s image, so putting some thought and effort into your voicemail greeting is imperative. Wondering what it takes to come up with a proper business voicemail greeting? Here are 8 keys to creating the perfect voicemail recording. Share on X
What Are the Key Elements of a Proper Voicemail Greeting?
Your voicemail greetings sets the tone for how callers perceive you and your company. With a proper business voicemail, you can foster positive business relationships and engage the customer. Upbeat messages that are short and to the point are best and be sure you don’t rush through your message. Here are eight key elements for recording a proper business voicemail greeting:
- Keep It Short and Upbeat
- Announce Yourself and Business
- Short Apology Statement
- Invitation to Leave a Message
- When to Expect a Return Call
- Rehearse Before You Record
- Say NO to Monotone
- Stay Up to Date
1) Keep It Short and Upbeat
No one wants to listen to a two-minute voicemail greeting. Keep it short and upbeat and start with a simple “Hello! Thank you for calling <business name>!”. If you make your voicemail greeting too long, customers will feel like you are wasting their time.
2) Announce Yourself and Business
Once you thank your customers for calling, state your name and the department. Make sure to speak clearly so the caller knows they called the right place and can understand what is being said. Don’t rush through in case the caller wants to write the information down.
3) Short Apology Statement
The next key element is giving a short reason or apology for being unable to take the call. Make sure to say something quick and concise like: “We are sorry to miss your call, but we are assisting others or away from our desk.”
4) Invitation to Leave a Message
Invite the caller to leave a detailed message. If there is certain information you need, make sure to include that information here.
5) When to Expect a Return Call
Share with your caller when they can expect a callback. If you return calls within 24 hours, let them know. Give them an estimate of when they can expect your call.
6) Rehearse Before Your Record
Before you record your business voicemail greeting, be sure to rehearse it so you feel comfortable and don’t stumble around. You might want to write a script and practice a few times out loud beforehand.
ProTip: When recording a business voicemail greeting, do a trial run and listen to your message once it’s recorded to make sure it sounds great.
7) Say NO to Monotone
No one wants to sit and listen to someone talking drone and monotone on a voicemail greeting. Remember to keep it upbeat and avoid sounding like a robot!
8) Stay Up To Date
Make sure to keep your voicemail greeting fresh and new. In fact, updating your voicemail regularly will ensure that people actually listen to your message. Anytime you are on vacation, at a conference or other industry-related event, change your greeting to reflect where you are at.
Live Answering Services Through the Holidays
If you are planning to take off some time for the holidays, instead of leaving a voicemail greeting, another option is to hire a live answering service to handle your missed calls! Enjoy your Christmas with friends and loved ones without compromising your business needs.
Contact us to learn more key elements of a proper business voicemail greeting.