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How to Record the Perfect Voicemail Answering Message

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How to Record
the Perfect
Voicemail Answering Message
December 14, 2016

"Your call has been forwarded to an automated voice message system (your number) is not available. At the tone, please record your message... BEEP."

We've all heard this message. It's nothing special. It's robotic. It's the "default."

Your voicemail answering message should be viewed as a "verbal handshake" - not a meaningless inconvenience.

In this post, we'll discuss how to create the perfect voicemail message for yourself or your business.

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Step 1: Understand The Caller

Is your phone connected to your business? Is it a personal line? Perhaps both.

Will a variety of potential customers be calling you, or just your family and friends?

Before you start, you should nail down your average caller's persona. Doing this will help you target how formal or informal you want your audio script to be - which brings us to...

Step 2: Write a Script

"Plan your work, and work your plan." This advice resonates through any project. For a voice audio project, it’s a good idea to write down what to say, before you say it. Here is a guide for an ideal audio script:

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1) Start with a salutation

First, you should welcome the listener or thank them for contacting you. The initial contact can be presented in many ways - distinguished, informal, business casual. Your salutation depends on your audience; which drives home the point above: "Understand The Caller."

Also, assure the caller that they’ve reached the right number by introducing yourself or your company. Sometimes, it's nice to thank them for calling and show appreciation for reaching out.

ex. "Hey, thanks for calling..."

2) Explain to the caller why they are receiving the message

The caller probably expected to speak to a person; but instead, they are listening to a message. Why? Is your business is closed? Explain to them your normal business hours. Are you busy helping other customers? Apologize and offer an explanation.

Is it just because you are unavailable at the moment? Say that.

ex. “Sorry, I can't answer your call right meow. I'm probably busy feeding my 19 cats.”

3) Give them a call-to-action

After you've described why you can't answer the call, direct the listener to what they should do next – leave a message, call a different number, or hang up and call again later.

ex. “If you'd like to make an appointment, please leave a message with your name and number. If this is an emergency, hang up and dial 911.”

4) End with a farewell (optional).

Most people expect a "beep" to let them know the message is over, but it's always nice to hear a goodbye.

Thank them again for calling. You can say, "Thanks, talk to you later." Whatever is appropriate.

Here's a complete example voicemail script for a plumbing company:

"Thanks for contacting Fix-a-Faucet. We're currently helping other customers at the moment. We value your call, so please leave us a message and someone will return your call as soon as possible. Thanks again, and have a great day."

Here's one for Fred:

"Hey, what's up, it's Fred. I'm away from my phone right now, so leave me a message and I'll get back with you later."

Step 3: Pick a suitable recording environment

Anything private and quiet will work.

If the message is for your personal phone line, you can simply record it in your car – just make sure the windows are up, the radio is down, and the car is parked.

For your business, you may want to record in a more hushed environment – office, closet, or vocal booth.

Step 4: Use a Voice that Fits Your Needs

Generally, you'll want to record in a natural and conversational tone of voice; however, you should enunciate your words clearly. Keep the caller in mind. Even though your message may be informal, you should still speak clearly enough so that the total message is understood.

Speak in a volume and speed that is personal and sincere.

If you want to convey extreme professionalism, make a statement by hiring a professional, like Voice Audio, to record your message for you.

Step 5: Listen to Your Recording. Re-do if Necessary

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The beauty of voicemail messages is that you can usually listen to the result and re-do your recording as many times as needed.

Many people may hear your voicemail several times a day. Therefore, it's important to be satisfied with your result. Listen to your message two or three times. Make sure it’s what you want.

If you've followed all of these steps, you will have developed a voicemail answering message that suits your listeners' needs and delights your ears.

For professional voice audio help, contact Voice Audio.

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