Before you pick up the phone, pause for a second and do a mini-rehearsal (in your head if it's more appropriate). Narrow down the purpose of the call in one or two sentences. More than 50% of calls go to voicemail, so be prepared for what you'll say if the person you're calling doesn't pick up. You should be prepared to leave a concise voicemail message that states your purpose and doesn't waste anyone's time.
Begin every voicemail message by introducing yourself, so the recipient knows who calling right away. It should include your full name and company name. Example: "This is Jane Doe calling from Company X for Suzy Jones about your account."
Make sure you know how to pronounce the name of the person you're calling, you don't want to insult them before you've even spoken with them.
Speak slowly enough so the person receiving the message can hear every word. It is very frustrating when you go to retrieve a message only to find that the other person is speaking too quickly to be understood. Make sure if you're leaving a callback number you repeat it twice so the person can jot it down.
Speak directly into the mouthpiece of your telephone in a clear and adequately modulated tone of voice. Don't hold the phone between your cheek and shoulder so that the mouthpiece is positioned by your neck; that's fine while you're dialing or while the phone is ringing on the other end, but not once you're connected.
05Keep It Short
You don't have to leave every detail on your voicemail message. Most business phone systems have a one to a two-minute time limit for messages before terminating the call. Leave a short summary of the reason for your call and close with a request for a callback.
06End It Professionally
Just like a professional business letter, end by giving your contact information. If you the person is unfamiliar with you or might have trouble placing you, repeat your name and company along with the best way to reach you. If you already have a strong working relationship, you may be able to skip repeating your name, but still be sure to give them the best number to call you back, and what times you'll be available.
If you believe your voicemail message was dropped by the voicemail system before you were finished, try the call again and lead off by telling the person that you believe your previous message may have been dropped.
Try to keep it brief; you don't want to come across as a pest. Just state your name again and leave your number, with a greeting such as "I just wanted to be sure you got my message, it sounded like we were disconnected. Thanks!"
08Practice and Test Yourself
If you are unsure or feeling nervous about leaving business messages, practice with a friend or colleague. Leave them a sample voicemail message and ask them for critique: are you speaking too quickly, or are you otherwise difficult to understand? It might even be worth leaving yourself a voicemail to listen to how you sound.
How to Leave a Professional Voice Message
Voicemail has become a standard part of every business class telephone system. Not only will knowing how to leave a professional voicemail phone message reflect positively on your company, it's important to your professional image as well.
Here are a few tips for new or inexperienced employees to leave the kinds of professional, courteous phone messages that will get returned.