First Impressions Count
When a company and a potential customer come into contact, the first impression is incredibly important. A well-designed voicemail message can have a direct impact on your future business.
Why is a phone message so important?
Even though recordings and other forms of communication differ, they all have one thing in common: they contribute to strengthening your company’s brand and products/services. That’s why it’s important how your company’s voicemail sounds.
In this guide, we will help you:
- Create a voicemail that gives a professional and welcoming impression
- Design effective greeting messages
- Handle calls outside of business hours
- Record your voicemail in the best way
Welcome – the first step
The greeting message is the first thing a customer hears, and here the customer should feel welcome and get confirmation that they have called the right place. The message should be:
- Professional: Use clear and concise language.
- Brief: Get straight to the point.
- Easy to understand: Avoid complicated phrasing.
Example: “Welcome to Voice To Me, please hold.” followed by a waiting tone or music.
Guide your customers
Many companies also need to help customers find the right department. A professional voicemail could then sound like this:
Example: “Welcome to Voice To Me. To help us assist you in the best possible way, please choose one of the following options:” followed by different options for the customer to choose from.
Avoid voicemail during business hours
We do not recommend using voicemail during business hours to direct customers to different departments. It is better to answer directly to avoid missing out on potential business. Customers may perceive this as poor customer service or lack of interest.
Messages outside of business hours
It is unusual for customers to call without a reason, and if they call on the weekend, it’s because they need your help. Therefore, it is important to inform them about when they can call again. A professional voicemail could sound like this:
Example: “Welcome to Voice To Me. You have reached us outside of business hours. We are open Monday to Friday between 8:30 AM and 4:00 PM.”
Tips for your voicemail and IVR
- Inform about opening hours: Clearly state when you are open.
- Avoid email addresses: If the customer wants to write an email, they have already found your email address.
- Have messages for holidays: Remember to have special messages for holidays and bank holidays.
Can I record my voicemail myself?
Yes, absolutely! You can record your own voicemail. The most important thing is that it sounds professional and is easy to understand.
Additional tips:
- Use a clear and calm voice: Your voice should be easy to understand and give a professional impression.
- Be concise: Keep messages concise and get straight to the point.
- Adapt to your target group: Consider who is calling you and adapt your language accordingly.
- Update regularly: Make sure your voicemail is up-to-date and updated as needed.
By following these tips, you can create a voicemail that makes a positive impression on your customers and contributes to a professional image for your company.
Need help recording your voicemail?
Contact Voice To Me and we will help you create a voicemail that suits your company.
We have 15 years of experience in producing voice messages for companies around the world. Among our clients are Sony Playstation, Google, the Swedish Board of Agriculture, Mekonomen, Telia and many more. We help with everything from scripts, menu structure, recording in 100 languages, mastering, conversion and uploading.
Want more inspiration?
Feel free to listen to Voice To Me’s own voicemail messages that sound like this…”
