Business voicemail etiquette guidelines to follow, when recording or leaving a voicemail on someone's machine.
- After the message plays, give a 1-2 second pause before speaking.
- State your name, organization or business's name and your specific department, if any, and telephone number. Do so clearly and slowly.
- In a few words, describe your reason for calling. Keep your recording brief and to the point. Do not ramble.
- If necessary, leave the best time, for the person to call you back, or mention, that you will be available at any time.
- At the end of the message, repeat your name and phone number, slowly
Do's and Don'ts of leaving a message:
- If you are calling someone for the first time or it's a really important call, write down what you are going to say. Do not go "umm" and "ahh.." on the message.
- Be specific and brief in stating your purpose.
- When calling someone you have never met or don't know, mention a mutual acquaintance or colleague if any, to bridge the gap.
- Cover all grounds, leave alternate or home phone nos and even email addresses, so you don't' miss a reply to your message.
- Avoid slang, personal references and casual language.
- Don't be stiff and detached sounding, be pleasant, with a clear tone.