Making the ideal voicemail greeting is important. The people who call you will have a first impression of you; therefore, leaving a polite and professional greeting is important, especially if a potential employer will call you. Get rid of that old prank voicemail that annoys your mom, and record a friendly and informative greeting that makes you look good.
Part 1 of 3: Plan What You Want to Say
Step 1. Write a list of information that you want to include in your voicemail greeting
Making a list of points to include might sound difficult. However, when your voicemail is potentially someone's first impression of you, it is best not to include a lot of hesitant expressions ("this" or "hey"), noises, and weird pauses.
- You will need to make your voicemail contain some basic information in a polite way that helps the person calling you to know that it is you, and to indicate the information to leave. So you can return the call as soon as possible.
- Include your name (and company name if it's a business voicemail) and a statement that tells the caller that you apologize for not answering. You should also request information that you would like me to leave with you, such as name, phone number, and a brief message regarding the reason for the call.
Step 2. Write the script of your greeting
You will need to make a script that you can read by the time you record your voicemail. By having something to read, you can relax and sound polite and confident.
- Start with a polite "Hello". Inform the caller who you are and apologize for not answering the call.
- Finish the script by asking the caller to leave you a name and contact number with a short message. Let him know that you will call him back as soon as possible. If you wish, you can also end with a friendly "Have a nice day!"
Step 3. Read your script
You will want to make sure it sounds professional and friendly while delivering a clear message. Think about the type of person who might leave you voicemails, and make sure yours is personable and informative.
- Make your script include the information from your list. Avoid simple and common greetings like "Your call is very important to me." If the call is important, you will have to make an effort to communicate as soon as possible.
- If you're setting up voicemail for work (even if it's on your cell phone), consider giving the caller other alternatives to contact you. You can give your email or the address of your website where you will find more information.
- You are ready to record once you have read your voicemail out loud and feel it provides relevant information in a friendly and professional manner.
Part 2 of 3: Record Voicemail
Step 1. Limit background noise
You will need to make your voice crisp and clear to ensure that there is no background noise, such as noise from the radio or television or people speaking.
- The best place to record your voicemail is in a quiet room that is away from excessive noise.
- Smaller rooms will also be better, as they won't have as much background noise as in a large, open space.
Step 2. Enter the voicemail setup feature on your phone
Depending on your operator and phone, there are several ways to record a new greeting.
- If you have an iPhone with iOS 8 or later, you can enter the Phone application and press the "Voicemail" button. This way you will enter the screen that will show the voice mails and in the upper left corner will be the option “Greetings”. Click on that option and from there you can listen or edit your greeting.
- Android users can press and hold the 1 button on the keyboard until the phone connects with the voicemail service. Enter your ID number when prompted or set up your voicemail inbox for the first time and follow the prompts to record a new greeting. Some Android devices may come with a voicemail app, depending on your carrier.
- Try dialing your own phone number if you have difficulty accessing your voicemail service.
Step 3. Read your script
You are ready to record, you are in a quiet and comfortable place and you have your script at hand. Just read your awesome script when you're ready to shoot.
- Try not to use a completely monotonous voice. You will need to speak in a friendly conversational tone.
- If you have trouble speaking clearly or adding any expression to your voice, then try practicing your greeting in front of a friend so that they can give you their opinion and make you feel more comfortable.
Step 4. Review your recording
Once you have recorded your voicemail greeting, you will have the option to review it before saving. Listen to your voicemail to make sure that you have spoken clearly and politely and that you have included all the important information.
- Remember that you will have to include your name or the last name of your family.
- Inform the caller that you apologize for not answering the call and that you will get in touch as soon as possible.
- Provide a short set of instructions on the information you would like the caller to give you so that you can be informed when to return the call.
Step 5. Have a friend call you
Have someone you trust listen to your voicemail greeting and give you feedback.
Having a friend call your phone and listen to your voicemail greeting is a great way to see if you have successfully recorded a friendly and appropriate greeting in such a way that the real callers can hear and understand
Part 3 of 3: Troubleshoot
Step 1. Try restarting your phone if your voicemail doesn't work
Restarting your phone is a quick way to fix many common voicemail problems. If you are unable to contact your voicemail service or are experiencing other problems with your voicemail, try restarting your phone before proceeding further.
Step 2. Check to make sure voicemail is set up on your phone
If you are using a new phone or if you have simply changed your SIM card, you will need to set up your account's voicemail before recording your new greeting. There are several ways you can access voicemail features, depending on the service and device:
- Press and hold 1 on the phone keypad. This works on most devices and services.
- Press the voicemail button on your iPhone keyboard.
- Dial * 86 (Verizon) or 123 (T-Mobile).
- Dial your own number from your phone. For many services, this is the way you will call your voicemail.
Step 3. Make sure your plan includes voicemail
While most plans currently include basic voicemail services, you may still be able to have a plan that does not have this feature. Check your monthly statement or contact your operator if you are not sure.
Step 4. Contact your carrier if you've forgotten your voicemail password or if you can't get it to work
If you have previously configured your voicemail but do not remember the password, you will have to contact the operator's customer service line. A representative from this department will be able to reset your voicemail password for you. This same department should also be able to help you with any other voicemail problems you might have.
- Re-record the greeting if necessary. Take your time and don't rush.
- Also consider a multilingual greeting if you or someone else speaks a certain second language. You can add it after the greeting in Spanish.
- When you record your voicemail greeting, stand up and even take a short walk.
- Keep your recording short and in a friendly tone.
- If you record a business voicemail greeting, indicate who you are at the company and the company name. You can also include other methods for them to get in touch.
- If you record a voicemail greeting that will be temporary because you will be away, don't let the person calling you know where you are going. It also keeps him from knowing that you won't be home.