Voicemail Messages: Know How To Send Professional Greetings

Professional voicemail messages are vital for improving your client-centric services. This is because it is challenging to generate business in today’s world, where competition is fierce, and people’s memories are short.

That’s why it’s a good idea to keep nurturing the leads you already have by leaving voicemails directed at them, as not many customers choose to leave voicemails.

Well-framed voicemail messages to greet and guide customers leave a good impression on them. A business phone system that allows you to record custom voicemail greetings is essential today for building a superior customer experience right from the outset.

This post will walk you across a variety of professional voicemail introductions. But first, let us understand what professional voicemail greetings are, why you need them, and how they work. 

What are Professional Voicemail Greetings and why do you need one?

Do you want to establish a connection with clients and customers even when you aren’t speaking to them? Welcome to voicemail greetings, which are an indispensable part of business communication strategy.

A voicemail greeting is a pre-recorded audio message for customers, clients, and business partners when you miss their calls.

With some free professional voicemail greetings, a business can win clients/customers even when unable to speak to them immediately.

Inbound callers listen to voicemail greetings the moment they enter the voice mail system.

It is essential for customer service teams. With a professional voicemail, you can ask the caller to leave a message, send a message, or fill out a contact form.

How To Send Voicemail Greetings with a VoIP Phone System?

A VoIP system is the best way to set up professional voicemail greetings. This is because it lets you not just create voicemail greetings but also allows you to effectively manage them with efficiency. 

VoIP uses the internet to manage calls.

It allows you to set up a virtual voicemail system for your business.

Some advanced features that you can get on your voicemail greetings with VoIP include: 

• Using an auto-attendant mode that can be customized according to extensions and lets users leave voice notes
• Setting up an automated voicemail system that is automatically enabled according to business hours and various times of the day
• Multi-device support, as long as they are connected to the internet

If you already have a VoIP system in place, your service provider can walk you through setting up professional voicemail greetings.At JustCall, we offer our customers applications that can easily be handled, allowing them to set up professionally creative voicemail greetings with just a few clicks. Read more about the know-how of setting up a voicemail greeting with JustCall here. 

What Makes a Voicemail Message Professional?

A professional voicemail introduction is a pre-recorded message that informs customers whether you are available or not to attend to them at that moment. 

A decent professional voicemail should make a pleasant impact on the customer. Even if you cannot interact with your customers at the time, your message must be constructive.

You can listen to voicemail messages that your inbound callers drop and respond to them accordingly.

This can aid in developing client relationships. As mentioned, it also establishes your company’s competence and trustworthiness.

The next section of this blog includes useful tips you can use to make a foolproof professional voicemail greeting. 

Why Does Your Business Need Professional Voicemail Greetings?

A business might lose customers when their calls are continuously missed.

A business can use free voicemail greetings to maintain a level of professionalism. Customers and business advisors will feel a sense of engagement due to these greetings.

Voicemail greetings must be informative, courteous, and professional to attract customers. That is because customers might become finicky when no one responds to the customer support number.

Best Personal Voicemail Greeting Examples

Besides sales & customer service professionals, personal voice greetings are also available. Senior IT professionals and business associates can build better relationships with clients and colleagues via voicemail greetings.

There will be a few clients and significant individuals who might call on your personal number outside working hours.

You don’t want to give them an indication that no one is available to take their message. Some personal voicemail greeting examples are as follows:

• “Hi, you have reached (your name). I am not available at the moment. Please leave your message after the beep sound”
• “Hello, (your name) is not available to pick up your call. Please call between (timings) to get in touch. Sorry for the inconvenience”

5 Tips for Recording a Professional Voicemail Greeting

A good voicemail response is a doorway to mitigating your absence from the client’s inquiry.

As a result, it’s important that the voicemail greeting is written correctly. Here are some recommendations for creating an excellent corporate voicemail greeting: – 

• Confirm your clients’ desire to contact you initially. You can accomplish this by beginning with a “Thank you for contacting us” and then conveying your apology for causing them inconvenience
• It is best to keep your voicemails brief and basic. A long professional welcome voicemail will not help in the face of already postponed service. A professional voicemail message that
• customers will listen to and reply to should be 10-25 seconds in length
• If the client requires additional details, you may provide alternatives in professional Virtual greetings, such as your representative’s next accessibility
• Your professional voicemail message should ask for as many details as possible when they record the letter to ensure that you attend to the client’s problem. A convenient time to contact the client should also be included in the details

Here are a few samples of professional voicemail messages that your customer-facing teams may use to welcome your incoming leads: 

1. Brief Welcome Messages for Voicemail

Client calls you expecting to get their concerns addressed. Instead of an actual representative answering their phone, they are greeted by a pre-recorded voice.

Customizing your professional voicemail messages gives you the ability to elevate customer satisfaction as shown below:

• “Hello, my name is (your name) from (name of your company). I’m sorry, but I’m unable to accept your call right now. Leave your contact information and a note, I’ll call you back immediately.”
• “I appreciate your call. I apologize for not being at my work desk. Please leave your name, phone number, and note, and I will call you back ASAP.”

2. Greetings For Corporate Voice Messages

Like any other modern firm, you have your corporate contact numbers displayed on your web page and other public platforms.

To welcome and greet your incoming clientele, you’ll need to build a professional Virtual greeting. Here are some examples of business voicemail greetings to utilize in such circumstances.

• “Thank you for calling us (company name). Our advisors are currently unavailable due to high demand.

We understand how valuable your time is. Please include your contact information, a note, and the best time to contact you. A professional will contact you as soon as possible.”

or,

Here’s another one of the small business voicemail greeting examples you can deploy to welcome inbound callers-

• “Greetings, you have reached (company name). We apologize, but our office is currently closed. You can contact us anytime between Monday to Friday, 8 a.m. to 6 p.m.

Please leave us your name, phone number, and note. Within one day, someone from our crew will contact you.”

3. Voice  Message Greetings for Getaways/Vacations

Notifying your clients if you, or your customer facing teams are away from the workplace over vacations is a good idea. You may also use this as an occasion to send clients Festive pleasantries. Here are some samples of professional Christmas voicemail greetings.

• “Thank you for calling (company name). Our office will be closed till (festival/holiday) (date). Please leave your name and note, and we will contact you as soon as possible. Have a wonderful (vacation)!”
• “Greetings, you’ve reached (company name). For (holiday) celebrations, we’ll be shut from (date) to (date).

Please leave your name and comment so that we can respond as quickly as possible. SMS (team member’s name) at (number) if it’s an emergency. Thank you, and have a wonderful week!”

4. Professional Client Service Voicemail Messages

For many firms, the help desk is the first and only line of interaction. This necessitates the recording of a professional virtual greeting for your helpdesk.

Here are some examples of professional voicemail messages for clients that call with their questions.

• “Greetings, you’ve reached Customer Care at (company name). We are not available to take your call right now and we deeply apologize for the inconvenience. We will call you right back.

In the meantime, please leave your name, phone number, and preferred periods so that we can contact you.”

5. Greetings For Out-Of-Workplace Voice Messages

It is an excellent habit to have an Out of Work professional greeting recorded for people who contact you.

This also works if you are temporarily unreachable from your connection point for a particular duration. Below are a few instances to assist you”

• “Hello, you’ve arrived (your name). I am currently away from my workplace till (date and time). Drop me a message, and I will call you back as soon as I return. Thank you for your call.”
• “Hi, you have reached (your name). I’m on vacation until the end of the month (date). press (number) to have your call transferred to the receptionist if you require a quick assistance.”

Conclusion 

When no one is available to answer the enormous volume of calls, professional voicemail messages serve as an automated attendant.

It is advisable to frame your voicemail messages that engage clients depending on the context and your company brand.

Professional voicemail greetings can help you build good relations with your customers, gain their trust, and make them feel valued. 

A cloud phone line lets you create personalized professional voicemail messages in only a few clicks. Install one with the help of JustCall today!