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As a part of branding and reputation of your business, one of the most underestimated details of your communication strategy is your company's voicemail greetings. Your business should be able to effectively explain your operating hours, right department to contact etc to your existing & potential customers without being boring or complicated.
An elegant and integral welcoming message is essential for your business regardless of what industry you are in. Before you rush into recording a voicemail greeting, we have put together a list of important points when it comes to your business' voicemails:
1. Make sure to use positive and anti-cliche wording; write your message in your own words and unique to your company. Here are a few examples:
- Hi, this is (company name). We are currently unable to take your call so please leave your name, number, and a message so that we can contact you as soon as possible.
- Welcome to (company name), we appreciate your call. Unfortunately, no one is available to take your call, so please leave your name, number, and a message, and we will contact you as soon as possible. Thank you.
2. Give them a short Introduction of your company such as name and location - if have multiple offices- as well as your office hours. Popular examples are:
- Thank you for calling (Company Name- San Francisco). You have reached us after our offices hours so please select from the following menu options to leave a message.
- Hi, this is (Company Name- San Francisco). Our offices are currently closed; our normal business hours are 9am to 5pm, Monday thru Friday. If you know your party's extension you may enter it at any time, or select from the following options.
3. Always apologize for not being able to take their call Provide a sincere assurance that somebody will get back to them as soon as possible. For example:
- Hi, you have reached (company name). Sorry, we cannot answer your call at this moment. Please leave a message after the beep and we will return your call as soon as possible.
4. List extension numbers of available departments or employees - whichever is applicable to your organization- so that your callers would immediately select the right option. For example:
- Hi, you have reached (company name). If you know your party's extension, you may dial it now. Press 1 for sales. Press 2 for customer service. Press 3 for the billing department. Press 9 for a company directory, or hold on to speak with operator.
5. Encourage your callers to leave you a message. For example:
- Hi. This is (name) at (company name). I will be out of the office until (date) and I will be checking my voicemail occasionally. If you would like to leave me a message please do so after the tone and I will return your call as soon as possible. If you need immediate assistance, please dial X for operator. Thanks for your call.
6. Update your greeting as your business changes (for example, if you started to get more sales related calls instead of customer service). Or with the seasonal change such as holidays or as you went through a reorganization in the company. Examples are:
- Thank you for calling (Company Name). Our offices are currently closed in observation of the Easter Holiday. Please leave a message and your call will be returned when we return.
- Hello. You have reached the Accounting Department. The department is currently closed. Our normal hours of operations are Monday through Friday, 8AM until 6PM. Please leave us a message after the tone and somebody will return your call as soon as possible. Thank you.