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Professional Voicemail Greetings

How to create professional voicemail greetings

What are Professional Voicemail Greetings?

A professional voicemail greeting is essential in many aspects of a business. In sales, it enables you to properly respond to inquiries from prospects and customers or discuss a deal in more detail. When they call, and you can’t answer, you may lose the opportunity for immediate communication and eventually, lose a client or customer.

 

Businessman on the Phone Laughing at Voicemail

 

Tips on Creating Professional Voicemail Greetings

Set up a professional voicemail greeting to ensure that those who need to contact you can leave a message to keep the discussion going. Another advantage of creating a professional voicemail greeting is that it reassures callers that they got the correct number, reducing the number of wasted messages and hang-ups.

Since you never know when prospects or clients will call, it is essential to create a greeting that is professional, brief, and engaging. Here are several tips to consider when setting up a professional voicemail greeting:

 

1. Keep it brief and concise

Remember that customers and clients are also busy so make sure that you can get the message across in the shortest possible time.

 

2. Give options to get more details

Creating a voicemail menu is a timesaver not only for you and your callers. For instance, it is helpful when all the caller wants to know is your operating hours.

 

3. Ask for detailed messages

Another time-saving technique is to encourage callers to be as specific as possible when they leave their messages. You can also ask them to let you know about the best time for a callback.

 

Examples of Professional Voicemail Greetings

Below are some examples of professional voicemail greetings:

  • Thank you for calling! You have reached the office of [name], [position]. I am currently unavailable to take this call. If this is an emergency, please call my answering service at [number], which is available 24/7. You may also leave a detailed message after the tone and I will call you back as soon as I can. Thank you!
  • You have reached [name] [position]. Unfortunately, I can’t take your call right now. Please leave a message and include your contact details so I can get back to you as soon as I can. Thank you!
  • Hi! You’ve reached the office of [name] of [company name]. I’m sorry, I cannot take your call right now. Please leave your detailed message, name, and number and I will call you back as soon as I can.

 

How to Answer the Business Phone

In most cases, the phone serves as your main point of contact with other people, and how you answer the phone says a lot about your business. Answering the phone in a professional manner leaves a good impression. However, when you are unprofessional when answering the call, it can also result in a lasting impression – the kind that may lead to loss of customers. Here are some tips when answering the business phone:

 

1. Be enthusiastic and identify yourself and the company name

In a casual setting, a simple “Hi” or “Hello” is enough. But when answering a business phone, make sure to welcome callers enthusiastically by introducing yourself and the company.

 

2. Use positive sentences

Instead of saying “I have no idea if it’s available or when it would be available,” say “Let me check that out for you.”

 

3. Take messages accurately and completely

Make sure to get the right messages, and if there’s something that you don’t understand, feel free to ask the caller to repeat what he or she said.

 

Additional Resources

CFI offers the Financial Modeling & Valuation Analyst (FMVA)™ certification program for those looking to take their careers to the next level. To keep learning and advancing your career, the following resources will be helpful:

  • Business Casual 
  • Interview Tips – How to Interview well
  • How to Take Professional Headshots
  • Interview Book

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