How many times have you attempted to leave a voice mail message for someone and you learn later that the message was incomprehensible, to wordy, or unprofessional?
It's important that you practice good telephone etiquette
when attempting to leave a message for someone if you want your phone call returned in a timely
manner. Here are some valuable tips for leaving the perfect voice mail
message.
Step 1
Organize your thoughts
First, organize your thoughts before you begin to
speak. You should know the name of the person you are calling and the
message you wish to leave.
Step 2
State your name, phone number, and purpose of call
After you hear the beep, state your name and number and the
purpose of your call. If you are calling on behalf of someone else, state the
name of the person who referred you as well.
Step 3
Leave your message
When you speak it’s important that you enunciate your words
clearly and slowly so that receiver of the message can comprehend your message
when they play it to listen. Keep the message brief and get directly to
the point.
Step 4
Repeat your name and number
After you leave the message you should repeat your name and phone number to make certain that
the receiver will clearly hear the intended contact information.
Say “thank you” and hand up gently.
Tips and warnings:
*It’s improper phone etiquette to chew gum or eat food while
leaving a message.
*If should experience a bad connection while trying to leave
your message, hang up and try
again.
* Make sure you are in an area free from annoying background
noises when trying to leave your message.
*Never use derogatory or vulgar language on a voice mail
message
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