If you are away from your phone, or on another call, you want your customers to still feel they can communicate with you. A professional voicemail message can provide this while also creating a positive impression. Imagine yourself as the caller, how would you want to be treated even if you haven’t been able to get in touch with the person you want to talk to? What impression would you want a voicemail greeting to give you?
There is nothing worse than getting a generic greeting “Mailbox 2589 please leave a message after the tone” and so you should make sure your greeting doesn’t leave callers feeling like you don’t care. It’s easy to record your own greetings and so callers know they have reached the right place and don’t forget to change it when you go on holiday, there’s nothing worse than leaving a message and someone not getting back to you.
Different telephone systems can offer several voicemail options, which could slightly impact the message you will want to leave. These voicemail options include:
- General Greeting – This is the default voicemail greeting everyone will hear if no other option is available. A sample voicemail general greeting is:
Hi, you have reached the Sales department of LTS. We are currently unable to take your call right now. Please leave us a message at the tone and we will return your call as soon as possible. Thank you
- External Greeting – When someone outside the business tries to call this is the voicemail greeting they will receive. It may be the first time they have contacted you, so you want to set a really good impression, convey a welcoming and friendly tone while delivering the essential information. If you have an auto-attendant they will already have mentioned the business name so there will be no need to repeat that information. A sample external voicemail greeting is:
Hi, you have reached Mark from the Sales department. I am away from my desk at the moment but will return your call as soon as possible. Please leave your name and number after the tone. If you would like, you may also email me at Mark@lts.co.uk. Thank you for calling.
- Internal Greeting – This greeting is for calls that come from within the company, generally another department on the same phone system. Internal voicemail greetings are just as important; however, they do not need as many details as external voicemail greetings. A sample internal greeting is:
Hi, you have reached Mark in Sales. I cannot answer the phone right now but if you leave a message after the tone I will get back to you as soon as I can. If you need immediate assistance please contact another member of my team on extension 2589. Thank you for calling.
- Temporary or out of the office – If you are away on holiday, or on a conference a temporary greeting is most suitable. It provides callers with an idea of when you will get in touch with them, particularly if you will be away for an extended period of time. Some phone systems can allow you to set a time and date that this greeting will end avoiding a need to remember to return it to normal. A sample out of office greeting is:
Hi, you have reached Mark from the Sales department of LTS. Unfortunately, I am out of the office until Monday 26th July. If you leave me a message after the tone I will call you back upon my return. Thank you for calling.
- Busy Greeting – You can set a voicemail greeting for when you are in the office, but currently busy on another call, or in a meeting. A sample busy greeting is:
Hi, you have reached Mark from the Sales department. I am currently assisting another client on the phone but happy to help you. Please leave your name and a number after the tone and I will call you back once available. Thank you for calling.
When recording your voicemail message make sure to speak clearly, and slowly in a quiet environment. Include additional pauses in between sentences if needed. This way each detail provided can be understood by the caller. Keep a friendly yet professional tone with confidence to provide a highly professional greeting.
A professional voicemail will have a friendly greeting, your name, a statement you cannot take their call, invitation to leave a message and an estimation of when you can return their call. Company name or department should also be included, just avoid going in to too much detail. A good voicemail will last no more than 25 seconds, by rule of thumb. Always write down your message beforehand to avoid any hiccups while recording the message and this also assures you get all the information required in the message.
Do not forget, your voicemail greeting may be the first interaction a caller has with you, and your business. Keep it short, professional and allow it to set the best impression you can in 25 seconds.
As an LTS customer, we’re happy to help you navigate all the voicemail features of your phone system, so give our team a call today on 0330 838 9800.