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Written by
Katy Ratican
12 Jul 2021
4 minutes

How to create the perfect business voicemail greeting

The importance of voicemail to small businesses and how to create the most effective voicemail greeting
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Every small business owner, freelancer and independent creative knows the importance of a website and social media page. They know that it’s how their existing and potential customers get to know them. But many of them forget the significance of a good voicemail greeting.

If you haven’t given a second thought to your voicemail, here’s why it’s important and what you can do to improve it.

What is a professional voicemail greeting?

A professional voicemail greeting is a recorded message intended for your callers on your business line. This is another reason for you to have a dedicated second line as you can address your business contacts in a professional way.

It tells the caller why you can’t take their call at that moment, what they can do if it's an urgent message and guides them to the next steps if it’s a query about an order or more information about your business.

Why is a professional voicemail important?

It’s significant because a voicemail is the first introduction to your business. If it’s an existing customer or client, it could be their initial point of contact. If it doesn’t sound professional, welcoming and engaging, they may not view your business as credible.

If it’s a new prospect, the business voicemail might be their first point of contact with your business. If it sounds amateurish, it won’t leave a good impression. Importantly, you may not have a second chance to introduce your business.

If a potential client or customer finds your voicemail to be pedestrian, they might view your product and service too as average. This could influence the size of their order and how much they would be willing to pay for it.

What makes a good business voicemail greeting?

A good business voicemail greeting should give a glimpse of the brand character of your business. If you believe your business is conservative and serious, have a sober greeting. But if your brand character is playful and dynamic, don’t be afraid to be more lively.

You should know your target audience. If it’s a predominantly B2B audience, sound professional and not flippant. If it’s brides-to-be, sound excited and helpful. If it’s people seeking medical care, be reassuring and confident. Whatever the business, ensure that you sound friendly and welcoming.

Keep it to less than 20 seconds as anything more will sound tedious. Also, ensure that you don’t leave any long pauses as the caller may believe that to be the end of the message.

Make it personalised. This is a reflection of your business and you. The caller won’t be inspired by a generic or robotic voicemail. It should look like you’ve put some effort into it.

This is particularly important if you’re in any ‘creative’ business, such as advertising, content creation, web design, fashion, wedding photography and interior design.

Professional voicemail greeting examples

For after-business hours

“Hi, you’ve reached [the name of your business]. We’re available from Monday to Friday [time]. If it’s urgent, you can contact us via customer care on our website or email us at [email address]/If it’s urgent, you can email us at [email add]. We will call you back once we’re back in the office. Please leave your name and number after the beep."

For when you’re away from the phone

“Hi, you have reached [the name of your business]. We are unable to take your call right now. If it’s not urgent, please email us at [email address]. We will get back to you as soon as possible. Please leave your name and number after the beep.”

For when you’re on holiday or vacation

“Hi, happy holidays! We’re out of the office celebrating with friends and family. We will be back on [day and time]. If it’s urgent, please email us at [email address]. We will get back to you once we are back. Please leave your name and number after the beep.”

“Hi, happy holidays! We’re out of the office, spending time with our family. We will be back on [day and time]. If it’s regarding an order, you may please check our website [URL] or email us at [email add]. Leave your name, number and order number after the beep and we will call you once we’re back.”

In short

A professional voicemail is the first point of contact and it should reflect your brand character. With a bit of effort, practice and rehearsal, you’ll be able to create one that’s welcoming, engaging and friendly.

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