
Whether it’s a new cell phone account or your first office job, setting up a new outgoing message for voicemail can be a tricky process to navigate. Leaving a professional voicemail can also be difficult to master, especially if you’re new to working in an office setting. However, there are some generally-accepted policies for voicemail, both outgoing messages and leaving incoming messages, that you should be aware of. Failure to follow these guidelines could leave callers and recipients bewildered, frustrated, and thinking you are clueless or inconsiderate.
You Outgoing Personal Voicemail Message
Unless you are still a teen, having music blaring on your outgoing message will leave you looking infantile. Job recruiters, healthcare professionals, and your current supervisor all may have reason to call your private line. Imagine losing out on a plum employment offer or the message that your dentist’s office is closed simply because the strains of rap screeching into the caller’s ear caused them to hang up! Similarly, allowing a young child to blabber the outgoing message is not so cute to other professionals.
Outgoing personal voicemail greetings should be in your own voice and include your first name along with a solicitation to leave a message. Use a pleasant voice, speak slowly, and make sure there is no background noise. Once you’ve recorded the message, play it again so you can be sure the end isn’t cut off. If you have a very common first name, consider including your last name or initial so that callers will not confuse you with anther person of the same name.
Your Outgoing Business Message
While some companies utilize a system where you simply speak your name and a robotic voice handles the rest, many industries give you a 30 to 60-second block of time to fill. There are usually guidelines in place to help you. You may be required to give your full name, the company name, and your hours of availability. You may also have the option of prompting the caller to press a certain number to forward the call to another person or another number. Once again, speak slowly and clearly. Do not rush through the message or mumble. If your department, hours, or other details change, don’t forget to change the message.
Leaving a Professional Voicemail
While it’s perfectly natural to be nervous while leaving a message, there is no excuse for doing so with a mouth full of food, with a radio blasting, or while holding a screaming child. If a problem arises while the person’s outgoing message is playing, simply hang up and try again from a quieter area. Be sure to immediately identify who you are and the phone number where you can be reached. Be short and concise with your message. If there are pertinent details, do your best to make them as short and to-the-point as possible.
Sometimes your messages are the first contact you have with potential employers or other professionals, so why not put your best foot forward? By following these guidelines, you can make your voicemail messages professional and friendly.




