Leaving a professional voicemail can significantly influence perceptions. A well-crafted message demonstrates respect for the listener’s time and signals that you are organized and considerate. This sets a positive tone, ensuring your reason for calling is understood and encouraging a prompt response.
The Essential Components of a Professional Voicemail
The first component is your full name. Stating your first and last name avoids confusion, as the recipient may not have your number saved.
Next, state your affiliation or company to provide context. Simply stating, “I’m calling from [Company Name],” is sufficient to help the listener understand the nature of your call.
Provide a concise reason for your call without unnecessary detail. For instance, state “I’m calling to follow up on the proposal I sent last Tuesday,” or “I’m calling to confirm our meeting for this Friday at 10 a.m.”
Provide your call-back number, even if you believe the recipient has it. Stating it clearly removes any friction in their ability to respond.
A professional closing ends the message on a polite note. A simple “Thank you,” or “I look forward to speaking with you,” is appropriate and leaves a positive final impression.
A Step-by-Step Guide to Leaving Your Message
Before you dial, prepare your key points. Jotting down notes about your name, reason for calling, and contact information prevents rambling and ensures your message is focused.
When you hear the beep, begin speaking slowly and clearly. Make a conscious effort to enunciate your words, especially when stating your name and phone number, as these details can be misheard if rushed.
Your message should be brief, ideally between 20 and 30 seconds. This is long enough to convey the necessary information without taking up too much of the recipient’s time. A concise message demonstrates that you are organized and respectful.
As you conclude, repeat your contact information. State your name and phone number one more time before hanging up to make it easier for the recipient to return your call.
Professional Voicemail Scripts for Common Situations
Following Up on a Job Application
“Hello, my name is Jane Smith. I am calling to follow up on my application for the Marketing Coordinator position that I submitted last week. I am very interested in this opportunity and confident my skills in digital campaign management would be a great fit. You can reach me at 555-123-4567. Again, this is Jane Smith at 555-123-4567. Thank you for your time and consideration.”
Reaching Out to a Sales Prospect
“Good morning, this message is for John Davis. My name is Michael Chen, and I’m with Innovate Solutions. I’m calling because I noticed your company is expanding its logistics division, and I have a few ideas on how our software can help streamline your new warehouse operations. I can be reached at 555-987-6543. Again, that is Michael Chen from Innovate Solutions at 555-987-6543. I look forward to connecting with you.”
Contacting a New Networking Connection
“Hi, Maria Rodriguez. This is David Miller. We met briefly yesterday at the Tech Innovators Conference after the panel on artificial intelligence. I enjoyed our conversation about your work in machine learning and wanted to follow up. I’d be interested to continue our discussion when you have a moment. My number is 555-246-8135. Again, David Miller at 555-246-8135. Thank you.”
Common Voicemail Mistakes to Avoid
Avoid these common mistakes which can undermine the effectiveness of your message:
- Rambling or providing unfocused, overly long messages.
- Speaking too quickly, which makes it difficult for the recipient to understand your name and number.
- Forgetting to leave your contact information or failing to repeat it at the end of the message.
- Sounding unprepared with filler words like “ums” and “ahs” or long pauses.