FREE online courses on ELECTRONIC ETIQUITTE - VOICE MAIL ETIQUETTE

 

Keep the message concise and detailed. Speak slowly when giving your name and telephone number. How many times have you replayed a message and became frustrated because you couldn't understand it? As far as the details are concerned, instead of leaving a message such as, "Call me so we can prepare for the presentation," say, "For the presentation this Monday, let's decide on an exact location and time?"

 

Here's a tip that can dramatically improve getting voice mail messages returned. When you leave a message, the last word to leave, after you say goodbye, should be the person's name. This personalizes the message. It's warmer and friendlier when someone picks up a message and hears, "...thanks, I'll speak to you soon. Bye, Tom." (of course, that's if the person you're calling is named Tom.)

 

While leaving a thorough message helps, your tone of voice could be even more important. People can hear a "smile" on the phone, and they certainly can hear your attitude. When you leave upbeat messages, it invites the recipient to call you back. One way to test this out is to leave yourself voice mail. Play the messages back and critique yourself.

 

Also, take into account the length of your messages. When you have to leave a long message, say that up-front. The recipient will appreciate hearing up front the reason for your extended message. For example say, "I'm going out of the country for ten days tomorrow, so please excuse this long message about our unfinished business."

 

It's been said that, "timing is everything." Returning messages promptly can make or break a deal. Work towards returning every message you get within 24 hours. When people ask you to "call them back," it could be that they're considering another vendor, and want to give you a chance to counter the offer. People don't always say why they're leaving a message. It's your job to respond to them promptly and find out.