: How to Leave Professional Answer Phone Messages
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(504 Words)
Leaving a professional answer phone message is not like leaving a personal message. You want to be sure that you leave a clear and concise message that will properly reflect what you want to say in a confident manner. Utilize the following tips for leaving such a message.
Prepare
Before you make the call, you want to know exactly what you are going to say. You should know all of the points that you wish to cover. If there are a number of items, then consider making yourself a list so that you do not forget anything.
Make sure that your voice is professional
You want your voice to be clear. Phone answering machines and prerecorded voicemail are often difficult to understand in the first place, so you want to make sure that they can understand you as best as possible. Talk like you are talking to a business contact in person.
It is also important not to talk too fast. You do not want someone to not understand a part of your message.
Identify whom the call is for
When you start your message, you may want to right away say whom the recipient is. This is especially important if you are calling a line that goes to multiple recipients. You can just say their name or you can start out with “This message is for Mr. XXX…” If there are multiple people with that last name in the household, then be sure to include the first name. Also, carefully decide how you are going to address the person. In many instances you will use Mr. or Ms. and their last name.
Identify yourself
Do not just assume that they will know you by your voice. Even someone you know might not recognize it on an answering machine, which can often alter how your voice sounds. In addition to stating your name, you can also identify the business with which you are associated.
Briefly state the reason for your call
In most professional answer phone messages you will want to tell them why you are calling. You may say “This call is in reference to…” Do not go on and on because most answering machines have a time limit and you do not want to be cut off in the middle of something. You also want to be careful about giving away professional information that someone else could get. If you do not wish to tell the person why you called, you can skip this step.
Identify your contact information
It is a good idea to leave your contact information, even if they already have it. They can have it right there in front of them. When leaving your phone number, be sure to be especially clear and talk slowly. You may want to repeat the number. Also, tell them when they can contact you.
A professional answer phone message can play a part in business dealings. If you are unaccustomed to such calls, you may want to practice before making your call.