Business Voicemail Etiquette I: Creating Professional Outgoing Greetings

One of the first impressions that potential clients have of your company is through your voicemail. If your greeting is half-hearted, outdated or just plain unprofessional, you’re not going to attract the business that you desire. Therefore, it’s important to ensure that your outgoing voicemail greeting is top-notch.

As a professional business, in no way should you ever resort to leaving one of those generic, pre-recorded, “No one is here to take your call” messages that the phone company often provides. Record a greeting yourself, or have one professionally done for you. If you choose to record a greeting yourself for your office phone, there are a few simple keys that you should keep in mind:

1) Try to keep your messages short, while simultaneously providing all necessary informaton.

2) Always mention the name of your business in the voicemail, and if the greeting is for a desk extension, be sure to state who the caller has reached.

3) Try to give callers other options of individuals that they can reach if you are not readily available. Be sure to state their extension in the message.

4) If you will be out of the office for an extended period of time, state so, and give a definite return date. If people can reach you via email in your absence, leave your email address as well.

5) Sound genuine. Smile when you record your greeting. At the same time, try to find a good balance in your voice that is not too over the top and yet not monotone.

If you prefer to have a professional record your greeting, your voicemail service provider may offer this service for a reasonable fee. Voicemail Office, a telephony company serving both the United States and Canada, offers voiceover service with both their standard voicemail and virtual PBX service.

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