7 Parts to the Perfect Voice Message

If you run your own business or manage a team, you probably leave more than a handful of voice messages each day on your clients’ or colleagues’ phones. To make sure that you communicate your message clearly and minimize any miscommunication, you’ll want to make sure you craft the perfect voice message. Here’s a sample with the 7 parts you’ll need:

  1. Greeting: Say their name – it’ll grab their attention and minimize the possibility they think you’re some telemarketer.
  2. Your Info: Say your name as well (and the company you work for if you’re calling a business client). Make sure it’s your full name – too many Peters around.
  3. The Time & Date: Nearly all phone services have the option to retrieve the time you called someone, but no one has the patience to go through that menu, so do the person a favor and tell them when you called in case they got the message later in the day or the next morning.
  4. The Subject: State the reason why you’re calling and what you want to let the person know. Be concise – no one wants to hear a life story here.
  5. The Action Item: Do you want them to call you back ASAP? Then say so. Do you want them to listen to an FYI (For Your Information)? Then say so. Do you want them to do something for you like create a report and send it before the next day? Then say so. Always have an action, or state a lack thereof.
  6. Your Number: Even if you don’t think the person you’re calling should call you back, always leave your number – they might need it. E-N-U-N-C-I-A-T-E and speak slowly. You can also mention when it’s best to call you back and the time zone you’re in if you have a preference.
  7. Your Number Again: Chances are that even though you spoke slowly the first time, the person would have fondled to find a pen and missed writing your number down anyway. Although they can replay the voice message to hear it again, you’ll win major cool points if you repeat it for them at the end.

No one has the patience to go through the option menu to retrieve the time and date you called, so do the person a favor and tell them when you called. This puts things into context if multiple voice messages have been left.


10 responses to “7 Parts to the Perfect Voice Message

  1. Thanks for that helpful information, I’ll need it ! I’ll run my own business soon.

  2. Pingback: Mensajes de voz: estructura y actos de habla | Español de los Negocios (y algo más)

  3. I truly hate voicemail. I hate listening to it, I hate partaking in any of it. If my phone rings, I answer it. If it doesn’t get answered then tough luck, try again another time.

    But that’s just me. Your beautifully crafted messages will be entirely wasted I’m afraid. Send me a nice email instead! 🙂

  4. I think when it comes to leaving a voicemail, this is perfect! Every piece makes sense without adding a bunch of hoopla in between. Thanks!

  5. Good advice. Of course, it also helps when I actually leave the right message on the right person’s voicemail. As you said: too many Peters around…

  6. Very nice blog. As a Business Rep, a short concise message is the way to go.

  7. Perfect! I’m the advertising manager at my school’s newspaper, and I’m definitely showing this to my ad reps. We are always working on becoming as professional as possible, and this is such an easy step to show your client that you are serious and responsible. very concise, thanks!

  8. 6 and 7 are definitely needed – the amount of time I’ve wasted trying to find out a number because it’s been garbled is unbelievable!

  9. Nice! I’d add one more, though. Give your phone number right up front along with your name (“This is Mark Henson from sparkspace and my number is XXX-XX-XXXX…). Then repeat the number at the end. This way, if they don’t have a pen, missed the number, etc. and have to listen to your message again to get it, they don’t have to listen to the ENTIRE message again to get it. I’ve had people thank me for doing this!

  10. This is perfect. Professionally, I have been looking for the perfect way to leave a voice message. I say you have covered all bases there, it’s very smooth and sounds very professional and sincere. I will remember this template for a long time. Thanks for this post!

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