Posted on February 28, 2024

The Art of Leaving a Professional Voicemail: Tips and Examples

Voicemail is a common way of communicating in the business world, especially when you need to reach someone who is not available to answer your call. However, leaving a voicemail can also be tricky, as you want to convey your message clearly and concisely, without sounding rude or impatient. How can you leave a professional voicemail that gets your point across and prompts a response from the recipient? Here are some tips and examples to help you master the art of leaving a professional voicemail.

1. Prepare Before You Call

Before you dial the number, make sure you have a clear purpose and a plan for your voicemail. Think about what you want to say, how you want to say it, and what you want the recipient to do. Write down the main points of your message, and practice saying them out loud. This will help you avoid rambling, stuttering, or forgetting important details. You can also use a voice recorder app to record yourself and listen to how you sound.

2. Introduce Yourself and State Your Reason for Calling

When you hear the voicemail greeting, wait for the beep and then start your message by introducing yourself and stating your reason for calling. Say your name, your company name (if applicable), and your phone number slowly and clearly. Then, briefly explain why you are calling and what you need from the recipient. For example:

“Hi, this is John Smith from ABC Inc. My number is 123-456-7890. I’m calling to follow up on the proposal I sent you last week and to see if you have any questions or feedback.”

3. Be Polite and Professional

Even if you are calling someone you know well, you should always maintain a polite and professional tone in your voicemail. Avoid using slang, jargon, or informal language that might confuse or offend the recipient. Also, avoid expressing negative emotions such as anger, frustration, or sarcasm, as they might come across as rude or aggressive. Instead, use positive and courteous words and phrases, such as “please”, “thank you”, “I appreciate”, and “I look forward to”. For example:

“Thank you for your time and attention. I appreciate your interest in our product and I look forward to hearing from you soon.”

4. End with a Clear Call to Action and a Repeat of Your Contact Information

The last part of your voicemail should include a clear call to action and a repeat of your contact information. A call to action is a specific request or instruction that you want the recipient to follow, such as calling you back, emailing you, or confirming an appointment. A repeat of your contact information is a reminder of how the recipient can reach you, in case they missed it the first time or they need to write it down. For example:

“Please call me back at your earliest convenience to discuss the proposal and to let me know if you are interested in moving forward. Again, this is John Smith from ABC Inc. and my number is 123-456-7890. Thank you and have a great day.”

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