Content

• To step
• Part 1 of 3: Identifying yourself
• Part 2 of 3: Have your say
• Part 3 of 3: Wrap up
• Tips
• Warnings

If you often have to call customers for your job, there is a good chance that you will often have to leave a voicemail. But what exactly should you say after the beep? It can be nerve-wracking to remember all the pertinent information to communicate, which may prevent important details from being said. By using a voicemail system, you will never have to record confused and improvised voicemails again. By quickly going through a checklist in your head, you can ensure that you have provided all the necessary information and that you have a better chance of being called back.

To step

Part 1 of 3: Identifying yourself

1. Use the correct intonation. Once the recording of your message begins, you should speak clearly and intelligibly. Don't try to mumble or talk too quickly. Do your best to sound interested and cheerful so that you get the listener's attention. Although the receiver cannot see you, your general intonation will be picked up by the phone, so make sure you are transmitting the correct one.
   • Articulate everything you say. Poor reception can distort your voice and cause you to drop out. Even a normal speaking voice can sound like a murmur through the phone.
   • Your voice should be in tune with the type of call you are making. For example, it's okay to sound cheerful when you leave a voicemail to congratulate your nephew for graduating from high school. However, if you wish to express your condolences to a grieving friend, you must make sure that your voice is solemn and respectful.
2. Please include your name. The first thing to do is state your name. This way, the person you are calling will immediately know who he or she is dealing with. A simple "this is (your name)" is sufficient for most situations. If you haven't met someone yet, you can choose "my name is (your full name)". Friends and relatives will recognize you without having to identify yourself. If it is a business call, the other person immediately has a name to associate with the voice and message, perhaps allowing for a more personalized form of communication.
   • This step seems obvious, but it is often forgotten by callers.
   • If you have a specific job title or a description of yourself that may be useful to the recipient for the follow-up, please include it after your name. For example, "My name is Dr. Versluis, radiologist at the University Hospital of Amsterdam "or" This is Ariane Janssens, Chloe's mother who is in class with your daughter ".
3. Leave your phone number. Please include your phone number immediately after listing your name. Most callers wait until the end of the voicemail to provide their contact information, but if the recipient cannot write it down correctly the first time, they are required to listen to the full message again. When sharing your phone number, remember to speak slowly and articulate everything so that it is understandable.
   • A simple way to include your phone number at the beginning of a message is to say something like 'This is (your name), my number is (your phone number)' or 'my name is (name) and I will call (number ) '.
   • Despite the fact that Caller ID functions are ubiquitous, it is always recommended to leave your phone number in case the person to call you has not saved your number or in case you request a callback to another number.
4. Provide a connection point. When listening to business voicemails or messages from unknown senders, people will quickly become suspicious or lose interest if they don't know who you are and why you are calling. Reassure them by mentioning a mutual friend or reference who gave you their number. This again ensures that the phone call comes across more professionally. The voicemail will sound less intrusive and you will be more likely to get a call back.
   • Try to include a brief introduction that piques the listener's interest, such as "I got your number from Patrick, who told me you were considering selling your boat."
   • Even if you're not making a business call, finding a point of contact is important to reassure the recipient. "This is Bob, your neighbor right across from you" is more personal than "This is Bob Vermeersch".

Part 2 of 3: Have your say

1. Think about what you will say beforehand. Before leaving a voicemail, make sure you have a clear idea of ​​what you will say. This shouldn't be a problem if you are calling for a special reason, but hearing the beep on the other end and realizing that you are being answered can make you lose your way of knowing what to say. Divide the information into separate points and cover them all before you hang up.
   • For very urgent or important voicemails, consider writing a rough version of the script in advance.
   • If you find yourself frequently losing the wire, just focus on including your name, a number to call back, and the reason you are calling in a few words.
   • Imagine sending a voicemail to follow up on yesterday's romantic evening. Mentally drafting your message before recording it can make a big difference in appearing cool, calm and collected or stuttering and nervous.
2. Keep your message concise. Limit your voicemail messages to 20-30 seconds. There are not many situations where a voicemail needs to be longer. You are not supposed to bore the recipient with a very long introduction or story. Keep it concise. By the way, a short message can arouse more curiosity and persuade someone to return, when it might not otherwise.
   • On the other hand, a voicemail message that is too short may make the recipient feel unimportant, allowing them to erase it without even listening to it. This is especially true when you call with a private number.
   • The purpose of leaving a voicemail is to get someone to call you back. It is not the intention to provide all the information, as that was the purpose of the telephone conversation.
3. Start with the most important information. Go straight ahead and clearly state the reason why you are calling. If you only poll, for example when you have a proposal to purchase something or if you follow up a transaction or wish to confirm an appointment, you must make this clear to the recipient. Your listener will quickly lose interest if you don't tell them why you're contacting them at the outset.
   • You don't have much time to get your point across. If you are not straight forward, your listener will erase the message before he or she has heard the crucial information.
   • Better to get bad news like "Daddy is in hospital" straight out. Use the rest of the message to comfort and provide explanations. In any case, that's better than bypassing the topic and letting your listener worry.
4. Be personal and genuine. Resist the temptation to take a crafted, common-sounding "telephone voice". Just be kind, be yourself, and talk naturally. People know when they are trying to sell something in a certain way and they are more likely to give you a chance if they feel that you are addressing them as an equal.
   • When you sound like you're reading a script, your listener will feel like you're just making another phone call because you have to.

Part 3 of 3: Wrap up

1. Ask a specific question or request for something. As you complete the message, you should specifically state why you want the recipient to call you back. Ask a precise question or request something that will prompt them to answer the phone. If after listening to the voicemail they feel confused or unsure about exactly what you want, then the voicemail has missed its mark.
   • Try phrases such as "Let me know if you liked the recipe I sent you" or "I'd love to hear your thoughts on this proposal."
   • People are more motivated to get in touch when you have a specific request instead of simply saying "call back".
2. Normally include your name and contact information. Complete your message by mentioning your name and contact information again. Repeat your song twice so that the listener can write it down correctly and not misunderstand a number. Make sure to include any details that may be helpful for your listener to call back, such as when you are available and when you are not available and the best time of day to call.
   • Mentioning your phone number more than twice at the end of a call is an exaggeration and may even be interpreted as rude.
   • If it is an everyday message to a friend or family member, do not worry about this step.
3. Avoid a long-winded ending. When it's time to hang up, don't stretch the message unnecessarily. Unless it's a personal phone call with a loved one, there is no need to wish someone another nice day. The recipient's attention will disappear as the message continues, so try not to lose focus at the end. Thank them for their time and leave the next step of communication to them.
   • Kindly round off with something like "I look forward to hearing from you" is warmer and therefore more effective than generic, commercial phrases such as "I wish you a good day."
   • You may not recapitulate or summarize your post at the end. If the recipient needs to hear a particular detail again, they can replay the message later.

Tips

• Think for a moment about the voicemails you received that made you think "what does this person want from me?". Leave a voicemail that you would like to receive yourself.
• If it is relevant for the recipient, you can also state your e-mail address or another contact method in addition to your telephone number.
• Don't forget to include the date if you're sharing time-sensitive information.
• Smile! This can be felt even through the phone.
• If you are calling about a sensitive topic, you should limit the information you provide in the voicemail in case it is heard by other people.
• In an emergency or natural disaster, you can use an outgoing voicemail message to let people know you're okay.

Warnings

• If you're trying to get someone to call you back, don't talk about previous unsuccessful calls. This may seem annoyed, making the listener less comfortable talking to you.
• In business circumstances, you should always leave a voicemail if the person you are calling does not answer. Seeing multiple missed calls without voicemail messages will undermine the importance of your business.