Better Professional Voicemail Greetings: Best Practices & Top Tools

What sets apart an amateur from a professional? One aspect is how they present themselves, and this extends to voicemail greetings. If you've ever been...

What sets apart an amateur from a professional? One aspect is how they present themselves, and this extends to voicemail greetings. If you've ever been unsure about what constitutes the best professional voicemail greeting or why it matters, then this guide is for you.

What is the Best Professional Voicemail Greeting?

A good voicemail greeting is brief but informative. It includes your name or company name, a polite acknowledgment of the missed call, a request for the necessary information to return the call, and a professional sign-off wishing the caller a great day. An example of a great voicemail greeting would be:

"Hello, you've reached [your name] at [company name]. I'm currently unavailable to take your phone call. Please leave your name, phone number, and a brief message after the beep, and I'll return your call within one business day. Have a great day!"

What is a Professional Personal Voicemail Greeting?

A professional personal voicemail greeting, much like a business voicemail greeting, conveys the same key details but with a personal touch. This could be for a small business owner or professional's cell phone. Here's an example:

"Hello, you've reached [Your Name]. I'm unable to take your call right now, but your call is important to me. Please leave your name, phone number, and a short message after the beep, and I'll get back to you as soon as possible. Thank you and have a nice day."

Unprofessional Voicemail Greeting Example

On the other hand, an unprofessional voicemail message can damage your first impression. For example: "Hey, it's me. Missed me? Leave a message. Peace out!" It lacks professionalism and necessary information, making it a bad choice for a professional setting.

Importance of Professional Voicemail Greetings

A professional voicemail greeting can be the first point of contact for potential customers, team members, or other important callers. It sets the tone, gives a positive impression of your business, and shows respect to the caller by acknowledging their effort to reach you.

Additionally, it provides important information such as business hours, emergency contact, and other relevant contact information. This can be particularly helpful after-hours or when you're out of the office.

Why Voicemail Must Sound Professional

Just as a professional personal voicemail greeting is crucial, so too is the tone and clarity of the voicemail recording. A clear, pleasant voice-over can make your voicemail more engaging and easier to understand, ensuring the caller leaves the necessary details for a return call.

Why is a professional voicemail greeting important?

A professional voicemail greeting is important for several reasons:

1. First Impressions: It could be the first point of contact for potential customers, partners, or colleagues. A professional greeting sets a positive tone and makes a strong first impression.
2. Professionalism: A well-crafted voicemail greeting conveys professionalism and attention to detail, which can instill trust and confidence in the caller.
3. Information: It provides necessary information to the caller, such as the best times to call, alternative contact methods, or when they can expect a return call.
4. Customer Service: A courteous and clear voicemail greeting can enhance the customer experience, demonstrating that you value their call and will follow up promptly.
5. Branding: For businesses, a professional voicemail greeting can reinforce your brand image and values, contributing to a consistent customer experience across all touchpoints.

Remember, your voicemail greeting is an extension of your personal or professional image. Ensuring it sounds professional and conveys the necessary information can contribute significantly to your reputation and relationships.

Top 8 Voicemail Software/Apps

1. RingCentral: This VoIP phone system offers customizable voicemail greetings, voicemail-to-email services, and more.
2. Google Voice: Offers a free phone number and customizable voicemail greetings. Transcribes voicemail messages for ease of use.
3. YouMail: A free voicemail app that allows you to set different greetings for different callers. Also offers transcription.
4. Grasshopper: A business phone system that lets you customize your voicemail greeting and offers voicemail transcription.
5. 8x8: A VoIP service that offers customizable voicemail greetings and voicemail-to-email services.
6. Vonage: Allows custom voicemail greetings and transcribes voicemails to text or email.
7. Nextiva: A VoIP solution with features for customizing voicemail greetings, voicemail-to-email, and transcription.
8. MightyCall: Allows you to record custom greetings and transcribes voicemails to text.

Whether you're crafting a funny voicemail for holidays or a straightforward voicemail greeting for business hours, remember to keep it professional, pleasant, and informative. Happy voicemail crafting!