Ultimate Guide to Creating a Business Voicemail Message That's Professional: Uses, Benefits, Examples, Tips

You may think that voicemail messages are outdated for communication, but you'd be wrong! Although many new marketing tools and strategies are available, an answering machine remains the most popular and effective tool for business. A recent report published by Replicant found that 80% of consumers would prefer automated calls to avoid long wait times. This surprising fact shows that a business voicemail message is still the #1 valuable solution for connecting customers and businesses.

This article will cover everything you need to know, from its definition, purposes, benefits, examples, tips, and best practices.

What is a Business Voicemail Message?

Definition

A business voicemail message refers to an auto attendant that plays when callers reach a business phone number but no one answers the call.

Purposes

Its main purpose is to inform callers that the person or company they are calling is not available, but their call is received and will be returned. Plus, it serves to provide additional information about the business, such as its hours of operation, alternative contact options, and promotional content.

How is it Different from the Other Voicemail Messages?

This type of message has 6 distinct characteristics that set it apart from others.

Professionalism

The business phone message is more professional than other types of messages. This is because people typically use it in a business setting, where a high level of professionalism is important.

Audience

People use this form of message for professional communications, where the main groups of audience are business partners and customers. It is broadcast to a large number of people.

Content

The professional phone recording typically includes more information than other types of messages. Its primary purpose is to communicate with customers, so it is important to provide as much information as possible.

Structure and length

It follows a more organized and concise format. It is shorter in length compared to the other types of messages. This emphasizes the importance of time and professionalism.

Language and tone

This message employs a more formal tone and language than the other types. People use a business voicemail greeting in a professional context, where people expect a formal communication style.

Follow-up expectations

It typically includes a clear call-to-action, such as leaving contact information or requesting a callback. It also sets expectations for when callers can anticipate a response.

Why is a Business Voicemail Message Important?

This form of message can bridge the gap between your company, employees, and customers.

Company

It helps improve customer service and effective communication. You can use a business phone answering message to collect data about customer needs and preferences. This data can improve products and services and target marketing campaigns.

Customers

The message offers a way for customers to reach your company even if they cannot reach a live person. This is important for customers who are calling outside of regular business hours.

Employee

The corporate answering machine improves staff productivity by allowing employees to stay connected with the company even when they are away from their desks, traveling, or working remotely. This facilitates smoother internal communication.

What are the Benefits of a Business Voicemail Message?

This message type offers a variety of benefits for your business, employees, and customers.

Increased accessibility

Company voicemail recordings allow you to keep callers informed and engaged even when you are unavailable. They are available 24 hours a day, 7 days a week, so customers can leave messages at any time. This is convenient for customers who are calling outside of business hours.

Increased business opportunities

This type of message ensures all calls are captured even if you can't answer immediately. It promises callers that their calls will not be lost and will be answered promptly. By knowing that, callers feel confident to leave an important message. Thus, you can reduce the risk of missed business opportunities.

Improved customer service

Professional auto-reply messages employ a warm and welcoming greeting to make a good first impression on callers. They can also help you respond to customer inquiries more quickly. This shows customers that your business is responsive and values their time. Moreover, they can provide customers with accurate information about products or services. This eliminates confusion due to human errors. This saves callers time and frustration and finally leads to increased customer satisfaction.

Increased productivity

Business phone greetings minimize distractions for employees by providing information without real-time conversations. Your employees can focus on their work without being interrupted by phone calls. Plus, they can prioritize and manage customer inquiries more efficiently.

Improved data management

This form of message allows you to track the number and frequency of customer calls. This information is valuable for marketing and sales purposes. Moreover, you can collect feedback from customers. This feedback helps improve products, services, and customer service.

Reduced costs and resources

Business answer phones help to reduce staff costs by eliminating the need to hire additional employees to answer the phone. They can also capture and respond to all incoming calls more efficiently compared to live representatives who may have brain fog during prolonged working hours.

Enhanced professionalism

This type of message can help your business to project a professional image to customers. It also builds trust and credibility with customers. Maintaining a high level of professionalism makes callers assured to leave an important message.

How to Create a Business Voicemail Message That's Professional

The following elements are crucial for making a professional and informative message.

Greeting

Use: A greeting is the first thing callers will hear, so it's important to set the right tone at the beginning of your pre-recorded message. Utilizing a respectful and polite tone helps to project brand professionalism and credibility.

Benefit: A professional greeting makes the right first impression for callers. It also makes them feel welcome and encourages them to leave a message.

Professional or business name

Use: It's important to include your name or business name in your business phone greeting. This practice allows callers to quickly identify the right contact.

Benefit: Introducing a name prevents confusion and saves time. Clearly stating a name ensures callers that they have reached the correct person or department to address their needs. Presenting a name also establishes brand credibility and extends brand awareness among callers.

Hour availability

Use: Provide callers with essential business information, such as your availability or the office's hours of operation.

Benefit: This information helps callers know when they can reach you during regular business hours or when they can expect a delay in response. Professional voicemail recordings can aid in managing caller's expectations and improve better communication.

Apology for missing the call

Use: Express your sincere apology for missing the call and then explain the obvious reason why you missed the call.

Benefit: This shows that you respect callers' time and that you are committed to delivering good customer service. It also helps reduce caller frustration. Callers will understand the reason why you can't answer their call and will be more likely to leave a message.

Invitation to leave a message

Use: Encourage callers to leave a message with their name, phone number, and a summary of their reason for calling.

Benefit: This will help you understand their needs better and respond promptly. A corporate phone answering system will also give you valuable insights into their specific requirements, so you can provide a more effective response.

Expectations for a return call

Use: Tell callers when they can expect to hear back from you.

Benefit: This sets their expectations and helps to prevent caller frustration. It shows that you value their business and you are committed to addressing their concerns. This promise also helps to improve brand reliability and customer service.

Alternative contact information

Use: Provide alternative contact methods in case of urgent matters. You can include an email address, an alternative contact person, or the company website in your automated phone message.

Benefit: This minimizes frustration for callers and provides them with other options for reaching you. It also helps to boost customer engagement through all different channels.

Optional promotional content

Use: While it is not necessary, it is a good way to provide promotional content in your auto-reply phone recording, such as discounts, promotions, or new product launches.

Benefit: This helps to increase customer engagement and loyalty. Plus, you can drive sales and enhance brand visibility without spending additional advertising costs.

Closing with a thank you

Use: End a message by thanking your callers for their time and attention.

Benefit: This expresses gratitude to callers and leaves them with a positive and lasting impression. It reinforces your positive brand image.

Useful Examples of Business Voicemail Messages

You can use business phone messages for various cases depending on situations and purposes. Here are some examples of cases they play a vital role in improving customer service and business image.

Out of regular office hours

Inform callers that you are unable to answer the phone because it's outside of regular business hours. Include all relevant business information, such as a company name, hours of operation, and alternative contact method. For example:

This sets clear expectations and reduces frustration. This is because callers know when they can reach you during regular business hours or when they can expect a delay in response. This also saves callers time as they can leave a message at their convenience.

Customer support

Let callers know that you can't answer the call because you're assisting another customer. Include a company name, hours of operation, and alternative contact option. Mention the company's mission statement or values in an automated phone greeting. For instance:

Including your company's mission statement helps to build credibility and professionalism. This statement shows that you are committed to providing good customer service. This will leave a positive and lasting impression on callers.

Out of office

Tell callers that you're out of the office for specific reasons. Introduce your name and provide essential details, such as the reason for unavailability, when you can return the call and another contact person for urgent needs. For example:

This pre-recorded phone message shows that you are professional and value the caller's time. It also manages the caller's expectations and avoids frustration. Callers are more likely to leave an important message to you.

Extended absence

Inform callers that you're away for an extended time. Include your name, the reason for your absence, when they can expect a return call, alternative contact person for immediate help. For instance:

This helps to avoid frustration when callers cannot talk to you during your absence. A clear and sincere explanation makes callers understand your situation better. This also allows you to maintain a strong relationship with customers even when they can't reach you.

Sale and marketing

Offer promotional content in your automated reply message, such as discounts, promotions, or new product launches. For example:

This message allows you to increase customer engagement and loyalty. You can also boost brand visibility and drive sales without having to pay extra advertising costs.

Holiday greetings and special occasions

Keep callers informed during holiday closures or special occasions. Include a sincere apology, the reason for temporary closure, the reopening date and time, and end a message with holiday wishes. For instance:

This company voicemail greeting shows that you care about your customers and their time. Knowing business closure helps callers save time and effort in making unnecessary trips to meet you. This reduces disappointment and frustration.

Important announcements & updates

Inform callers of your business announcements, news, and updates. Provide all essential business details, such as a business name and hours of operation. Mention recent news or updates of your business, like business relocation or a new phone number. For example:

This message can rapidly spread important business information to a large number of audience. It also ensures customers are aware of the relocation and know where to find the business. It helps to foster a positive relationship with customers.

Helpful Tips for Writing Business Voicemail Messages

Consider the following tips for making your messages sound perfect and engaging your customers.

Keep your message clear and concise

Keep your pre-recorded phone message no longer than 20-30 seconds. Callers are more likely to listen to and remember a shorter message. Get to the point and avoid using jargon or unfamiliar terms. Thus, callers can quickly understand who you are, why you are unavailable, and when they can expect to hear back from you.

Speak clearly and at a moderate pace

Pronounce all words carefully and speak at a speed that is easy for callers to follow. Avoid speaking too quickly or too slowly. Add some pauses to make your automated phone message easier to understand.

Include all the essential information

Make sure to include all the necessary details, including your name, company, availability, when you will return the call, and invitation to leave a message. Leaving out crucial details may lead to confusion and frustration for the caller.

Make your call-to-action strong

Tell callers exactly what you want them to do, such as leave a message, send an email, or visit your website. Use clear and concise language, and make your call-to-action relevant to your auto-reply message.

Be professional and polite

Remember that your business phone greeting is a reflection of your business. Use a professional tone of voice and be polite to callers. Avoid using slang or informal language.

Double-check everything

Before letting callers hear your message, review it to ensure that all the information is correct and that the message is clear and concise. This helps to prevent negative caller feedback that may damage your business reputation.

Consider using music

You can use music to make your voicemail recording more professional and trustworthy. However, be sure to choose music appropriate for your business image and identity.

Update your message regularly

Keep your message up to date with any changes in your availability, business hours, or other relevant information. Feel free to update it as often as you need.

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Business voicemail messages are an essential tool for any business. It is your first chance to make a good impression on customers and provide them with a professional experience, even when you are unavailable.

Our AI voicemail message generator can help you create a professional voicemail greeting that helps to improve your customer service and overall business image. We offer advanced AI features to help you create unique voicemail recordings to fit your needs. Try our service now and see how easy it is to make callers want to call you!