As much as we try to answer any and every call when it comes to your business, it’s just not possible. Sometimes, with 80-90% of incoming calls actually less important than what you’re currently working on, it’s better not to answer.
When a potential client, customer or prospect isn’t able to reach you they’ll most likely be directed to your voicemail. In a world of increased expectations for your availability and personalization – people expect to hear your voice, not a unfamiliar robot’s – your voicemail greeting matters.
Many times a professional voicemail greeting can be looked over by others. Have you ever heard the old saying – “out of sight – out of mind?” We rarely, if ever, call ourselves which means we don’t hear how our greeting sounds.
It’s important for your greeting to be professional, brief and informative. How exactly can you fit the perfect greeting into a short recording? We’ve broken down for you why having a professional voicemail greeting can lead to increased trust and business, some instances of what no to do, as well as a few examples to inspire you to craft your own perfect greeting.
When it comes to your business or work, every call could be a potential sale or customer. Even if you know the caller may not be the most useful to your goals – your voicemail greeting will treat everyone like they’re phone royalty. In some cases, your voicemail greeting could be a potential client’s first impression of you and how you act in the workplace.
Impress callers right of the bat with a sound and all-encompassing message that will make them feel as if they called the front desk at your executive office. This is a free and under-used tool that we run into many times a day – take advantage of it.
Having an informal or casual voicemail when it comes to your office or work number could result in clients questioning your formality in the workplace – something that could lead to a lost sale.
With a well-thought out voicemail greeting your customers, coworkers and potential clients will know that you take yourself and business seriously, leading to increased business and all-around trust in your character and worth ethic.
Your Voicemail Greeting Ultimate Checklist
- How to Sound
As mentioned before, your voicemail greeting could be the first interaction a potential client – and first impressions are everything. First things first when it comes to voicemails – your tone. Although you want your greeting to be as professional as possible, make sure to keep a warm and friendly tone.
Sales means fast-paced markets and your potential clients want to give their business to those who sound like they were born to play the role. A sluggish and uninterested greeting could lead to customers hanging up instead of requesting more information.
On top of a friendly disposition, you’ll need your recording to sound as clear and well-spoken as possible. Don’t be afraid to practice and test a few different message options in a quiet area. With a crisp voice, clear sound and confident inflection you’re sure to land any deal that comes your way.
- What to Include/Say
Just having a voicemail greeting is simply not enough, the automated “You have reached the voicemail box of 555-555-5555” isn’t going to cut it with clients who want a personable and professional business partner. While taking time to plan and craft your perfect message, there are unlimited ways to make it your own. Still, make sure to include the following basic points:
- A simple greeting
- Keep your greeting short, sweet and to the point. Adding this component will help in humanizing the sales process and create rapport with your potential customers.
- Your full name, job title or position
- We’ve all dialed wrong numbers in our lifetime, it’s an easy mistake but one that your business cannot afford to waste time on. By listing your full name and job title or position – if applicable – you are reassuring the caller that they have indeed reached exactly who they meant to.
- If the caller has an incorrect number this practice will save you wasted time sifting through calls that are not relevant to you business.
- An apology for missing their call
- Every call is important in the development of your business and success, make sure that you potential client is well aware that you appreciate their time in calling you with a sincere -and short- apology.
- Similar to the greeting, a short apology again helps to humanize the sales process and shows you are polite to all callers.
- Ask the caller to leave a brief message
- Although it may seem obvious to leave a message when directed to someone’s voicemail, it may slip your potential customers’ minds at the time. Including a prompt for the caller to leave a message not only reminds them to summarize why they are calling, but helps you to organize and prioritize missed messages based on urgency of the clients’ or potential customers’ requests or needs.
- About 50% of potential customers actually are not a good fit for your product/service, vetting messages early on helps to better focus precious time.
- Include a feasible time-frame of when you can get back to them
- This is an optional but very useful component of your professional voicemail greeting. Although you are not required to give a response time-frame, it helps put customers’ and clients’ minds as ease for when they should try to follow-up with their initial call.
- It also puts a time-frame for you on when you need to call them back which helps ward off procrastination on your end
- About 70% of business calls are not time sensitive, but that doesn’t mean that the person on the other end will not become annoyed if waiting too long.
- Keep in mind to never include specific dates or times unless relating to a vacation or out-of-office message. There is no guarantee of when you will be able to listen to your missed messages and making a promise that you can’t keep will lead to distrust and loss of new business.
- With only 3% of buyers actually trusting sales reps, you can’t afford to lose any good standing.
The optimal length for a voicemail greeting is around 25 seconds. This is enough time to introduce yourself and include the components mentioned above while also forcing you to stay brief and to the point. If your message leads on too long or becomes too wordy, it may result in a potential deal or big break to simply hang up the phone. Always remember that your time is valuable, but the customers’ time can hold even more worth.
It’s always helpful to be unique and different in the world of sales – but there is a time and place for everything. Keep your message formal and professional, like you are just greeting the potential client at a networking event.
- What to Avoid
- Unclear messages or fumbled words
- Your potential client is calling you for a reason, they trust in your ability and professional skills. Don’t make them second guess their decisions by sounding unsure of yourself or leaving a greeting that they cannot clearly understand.
- Starting off too cookie-cutter
- “You have reached the voicemail box of..” or “Your call is very important to..” are some of the most familiar voicemail greetings around. You can be unique by simply switching up the message and catching your customers interest in a professional way
- “Hello, you’ve reach First & Last Name at Company/Business. I’m so sorry that I’ve missed your call, please leave your name and number with a brief message and I will do my best to get back to you within time-frame.”
- “You’ve reached First & Last Name with Company/Business. Unfortunately I’ve stepped away from my desk at the moment but will be back momentarily. Please leave your contact info with a brief message and I will get back to you as soon as possible. Thank you!”
- “Thank you for calling First & Last Name, Position at Company/Business. I am currently available to chat at this time, but appreciate you taking the time to call. Leave your name, number and short message – I will give you a call back ASAP.”
- “Thanks for calling First & Last Name, Position at Company/Business. I’m sorry to have missed the chance to speak with you! Kindly leave your name, best number to reach you and short message at the beep. I’ll make sure to return your call within time-frame.”
- “You’ve reached First & Last Name, Position at Company/Business. I am momentarily unavailable to take your call and I apologize for the inconvenience. Leave your contact information and a message at the beep. I will make sure to return your call within time-frame.”
- “You’ve reached First & Last Name with Company/Business. I’m sorry to have missed your call, I will be out of the office from Time-Frame. Please leave your info and message after the beep, or give Colleague’s Name a call if this is time-sensitive. Thank you!”
- “Hello! You’ve reached First & Last Name with Company/Business. Unfortunately I am currently out-of-office but will be returning Date Back. Please leave a message with your name and number at the beep, I will make sure to return your call within Time-Frame of my return.”
- “You’ve reached First & Last Name with Company/Business. I’m currently out of the office until Date but will be happy to return your call as soon as I get back. In the meantime, please leave your name, number and brief message or give Colleague’s Name a call for urgent matters. Thank you and I apologize for the inconvenience!”
- This is Company/Business and you’ve reached First & Last Name. Apologies, but I am currently out of office with a return date of Time-Frame. Please leave a brief message along with your contact info and I look forward to speaking with you within Time-Frame.”
- “Thank you for calling First & Last Name with Company/Business. I will not be in the office from Time-Frame. Please leave your name, number and message after the beep. Colleague’s Name will be assisting me in my absence, please give Him/Her if this is time sensitive.
- Group Office Voicemail
- “Thank you for calling Company/Business where Insert Brand Slogan. All representatives are currently unavailable and we apologize for the inconvenience. Please leave your name and number at the beep and we will make sure to get back to you as soon as possible!”
- “Thank you for calling the Sales Dept at Company/Business. All of our representatives are currently assisting other customers, we apologize for any inconvenience. Please leave your information at the beep and we will make sure to return your call within Time-Frame.”
- “You’ve reached Company/Business where Names are happy to assist. Unfortunately we are not available at the moment and we apologize for missing an opportunity to chat. Please leave a brief message and we will get back to you as soon as possible. Thank you!”
- “Hello, we are Names with Company/Business. Sorry to have missed your call, but if you would kindly leave your name, number and brief message we will be happy to give you a call back within Time-Frame.”
- “Thank you for giving the Sales Dept at Company/Business a call! Due to the holiday our offices will be closed from Time-Frame. Please leave a message after the tone and one of our representatives will get back to you as soon as possible!”
A lot goes into that little message guarding your professional inbox. Take the time to truly go the extra mile and create the best professional voicemail greeting possible to continue to build trust with your potential clients and show the world you mean serious business. Follow our prompts given and add your own twists – if you have any questions or need pointers feel free to give us a call at X or send us a message!