7 Simple Steps to Close Voicemail

As a professional, it’s essential to leave a lasting impression, and your voicemail message is no exception. When it comes to closing your voicemail, there are a few key phrases that can make all the difference in how your message is perceived. In this article, we’ll explore some effective ways to close your voicemail, ensuring that you sound professional, courteous, and memorable.

Firstly, it’s important to choose a closing that matches the tone of your message. If you’re leaving a formal message for a business contact, you’ll want to use a more professional closing, such as “Thank you for your time and consideration” or “I look forward to hearing from you soon.” For a more casual message, you can use a closing like “Thanks for calling” or “Have a great day.” Additionally, you can personalize your closing by adding a specific call to action, such as “Please call me back at your convenience” or “Visit our website for more information.”

Draft a Clear and Concise Message

Crafting an effective voicemail closing message is crucial for leaving a lasting impression. Here are some guidelines to help you create a message that is both clear and concise:

1. Choose clear and concise language: Use simple, straightforward words and phrases that are easy to understand. Avoid technical jargon or industry-specific terms that your recipients might not be familiar with. Keep your message brief and to the point, ensuring that you convey your key information effectively.

2. Be specific about your purpose: Clearly state the reason for your voicemail message. Whether you’re requesting a callback, providing an update, or leaving a reminder, make sure your purpose is apparent from the outset. This will help the recipient understand the context of your message and respond appropriately.

3. Include a call to action (CTA): Prompt the recipient to take a specific action, such as calling you back, visiting your website, or sending you an email. Your CTA should be clear and specific, leaving no room for ambiguity. For instance, you could say, “Please give me a call back at your earliest convenience” or “Visit our website for more information.”

4. End with a professional tone: Conclude your voicemail message with a polite and professional tone. Thank the recipient for their time, express your appreciation for their attention, or wish them a good day. This will leave a positive impression and show that you value their time and consideration.

By following these guidelines, you can create voicemail closing messages that are clear, concise, and effective. Remember to tailor your message to the specific recipient and the purpose of your call. With practice, you will become proficient in leaving voicemail messages that leave a lasting impression.

State Your Name and Purpose Clearly

When leaving a voicemail, clearly state your name and the reason for your call within the first 10 seconds. This helps the recipient identify you and understand the purpose of your message, encouraging them to return your call promptly.

Speak Slowly and Professionally

Maintain a relaxed and professional tone while speaking. Avoid using slang or casual language that may be difficult for the recipient to understand. Speak clearly and at a moderate pace, ensuring that your words are easily discernible and the message is conveyed effectively.

Conveying Respect and Politeness

Phrase	Example
Be polite and respectful	“Good morning, Mr./Ms. Smith.”
Thank the recipient	“Thank you for your time.”
Apologize for any inconvenience	“I apologize for any inconvenience this may cause.”
End with a courteous closing	“Have a pleasant day.”

Keep Your Message Brief and Informative

When crafting your voicemail message, brevity is key. Keep your message concise and to the point, delivering the essential information without unnecessary details. Aim to convey your message within 15-20 seconds, ensuring that listeners can quickly understand the purpose of your call and take appropriate action.

To achieve brevity, use clear and concise language, avoiding jargon or technical terms that may not be familiar to the listener. Focus on the most important points, such as your name, the reason for your call, and any relevant contact information or call-to-action.

Consider structuring your message using the 3-I Approach:

I for Identify	Introduce yourself and state the purpose of your call.
I for Inform	Provide the necessary information concisely and clearly.
I for Instruct	Provide clear instructions or call-to-action, such as asking the listener to return your call or visit your website.

Provide Contact Information

When closing your voicemail, clearly state your contact information, including your phone number, email address, and any social media handles that you use for business purposes. Ensure that your contact information is accurate and up-to-date.

A Call to Action

Encourage callers to take specific actions, such as visiting your website, subscribing to your newsletter, or connecting with you on social media. A well-crafted call to action can help you build your audience and generate leads.

Additional Tips for a Professional Voicemail Greeting

4. Express Appreciation and End with a Closing Statement

Show your callers that you value their time and effort by thanking them for leaving a message. Use a polite and professional closing statement, such as “Have a wonderful day” or “Thank you for your call.” Your closing statement should leave a positive and lasting impression on the caller.

Example Professional Closing Statements
Thank you for your message. I’ll get back to you as soon as possible.
I appreciate your call. I’ll be in touch shortly.
Have a pleasant day, and thanks for reaching out.

Close Voicemail Politely and Gracefully

Use a phrase that conveys gratitude and leaves a positive impression. A simple “Thank you for your message” is always appropriate. You can also add a personal touch by saying “I appreciate you taking the time to reach out” or “I’m glad you left a message.”

If you’re not sure when you’ll be able to return the call, you can say “I’ll get back to you as soon as possible” or “I’ll follow up with you shortly.” Mention your specific availability if you know it, for example: “I’ll be out of the office until next week, but I’ll call you as soon as I’m back.”

To end the voicemail on a professional note, include a closing statement such as “Have a great day” or “I look forward to speaking with you soon.” You can also add a personal touch by saying something like “Take care” or “Stay well.”

Here are some additional tips for closing a voicemail politely:

– Speak clearly and professionally.
– End with a positive and upbeat tone.
– Keep your message brief and to the point.
– Avoid using slang or informal language.
– Proofread your message before sending it

Proofread Your Voicemail Carefully

After recording your voicemail greeting, it’s crucial to proofread it carefully before saving it. Here are some specific aspects to consider:

**6. Check the Sound and Clarity**

Ensure that your voicemail message sounds clear and professional. Listen to it several times to identify any distracting background noises, clipping, or distortion. Consider these additional tips:

Record your message in a quiet environment to minimize background noise.
Speak at a moderate volume and pace, avoiding clipping or slurring your words.
Use a high-quality microphone or headset for optimal clarity.
Check the volume of your recorded message to ensure it’s not too loud or too soft.

Aspect	How to Check
Background Noise	Listen for any distracting sounds in the background.
Clipping and Distortion	Listen for any distortion or buzzing sounds that indicate clipping.
Clarity	Ensure that your words are clearly audible and easy to understand.
Volume	Adjust the volume so that your message is neither too loud nor too soft.

Use a Professional Tone of Voice

When leaving a voicemail message, it is important to use a professional tone of voice. This means speaking clearly and concisely, and avoiding using slang or colloquialisms. You should also be respectful of the person you are leaving the message for, and avoid being overly familiar or casual.

Using the Correct Language

As well as avoiding slang or colloquialisms, you should also be careful to use correct grammar and pronunciation. This will help to ensure that your message is clear and easy to understand.

Being Clear and Concise

A professional voicemail message should also be clear and concise. This means getting to the point quickly, and avoiding rambling or unnecessary details.

Being Respectful

When leaving a voicemail message, it is important to be respectful of the person you are leaving the message for. This means avoiding being overly familiar or casual, and using a tone of voice that is appropriate for the situation.

Addressing the Person by Name

If you know the name of the person you are leaving the message for, be sure to address them by name. This will help to make your message more personal.

Leaving a Contact Number

At the end of your voicemail message, be sure to leave a contact number. This will allow the person you are leaving the message for to get back to you in case they need to.

Using a Professional Sign-Off

When you have finished leaving your voicemail message, be sure to sign off with a professional sign-off. This could be something like “Best regards” or “Thank you for your time.”

Professional Sign-Off	Meaning
Best regards	A formal and respectful way to sign off
Thank You for your time	A polite way to acknowledge the other person’s time
Sincerely	A formal way to sign off

Record Your Voicemail in a Quiet Environment

To ensure that your voicemail greeting is clear and professional, it’s crucial to record it in a quiet setting. This not only eliminates background noise but also helps you to enunciate clearly and avoid distractions that could make your message difficult to understand.

8. Additional Tips for Recording a Clear Voicemail Greeting

Here are some additional tips to enhance the clarity and professionalism of your voicemail greeting:

Tip	Explanation
Speak at a natural pace	Avoid rushing through your greeting or speaking too slowly. Maintain a steady, conversational tone.
Enunciate clearly	Pronounce each word distinctly, especially difficult-to-understand names or terms.
Use a professional tone	Convey a friendly and courteous demeanor, but maintain a respectful and professional tone throughout the greeting.
Avoid slang or jargon	Use language that is clear and accessible to a wide audience. Avoid slang or specialized terms that may not be familiar to all listeners.
Keep it brief	Aim for a voicemail greeting that is concise and to the point. Focus on essential information, such as your name, availability, and contact details.
Regularly update your greeting	Review your voicemail greeting periodically to ensure it remains current and relevant. Update it whenever your availability or contact information changes.

Speak Clearly and at a Moderate Pace

Speaking clearly and maintaining a moderate pace helps ensure your message is understood. Aim to speak at a speed that allows the recipient to follow comfortably without having to pause and rewind.

Enunciate your words distinctly, particularly those that sound similar. For example, “two” and “too” may sound alike when spoken quickly.

Avoid slurring or mumbling, as this can make it difficult for the recipient to discern what you’re saying.

Use a volume that is audible but not overly loud. Adjust your volume as needed, depending on the background noise level.

End Your Voicemail Courteously and Professionally

Ending your voicemail courteously and professionally leaves a positive impression and demonstrates respect for the recipient’s time.

Here are some key phrases to consider:

Phrases
“Thank you for your time.”
“I appreciate you getting back to me.”
“Have a wonderful day.”

Avoid abrupt endings or simply hanging up without concluding the message.

Leave a Professional Impression

When crafting your voicemail greeting, keep professionalism in mind. Here’s a detailed guide to ensure a positive first impression:

1. Use a Professional Greeting

Start with a polite and formal greeting, such as “Hello” or “Good day.” Avoid casual phrases like “Hey” or “What’s up.”

2. State Your Name Clearly

Identify yourself clearly and slowly, especially if your name is difficult to pronounce. Repeat it once for emphasis.

3. Use a Professional Title (Optional)

If appropriate, include your professional title after your name. This adds credibility and context.

4. State the Purpose of the Call

Briefly explain why you’re leaving the voicemail. Avoid vague statements; be specific about the reason for calling.

5. Provide Contact Information

Clearly state your phone number and email address. Consider including alternative contact methods, such as a social media handle or website.

6. Use a Call to Action

End with a clear call to action. Request a specific response, such as a phone call back or a message.

7. Use Courteous Language

Always be polite and respectful, even if you don’t know the recipient. Use phrases like “Thank you” and “I appreciate your time.”

8. Keep it Concise

Your voicemail greeting should be brief and to the point. Aim for around 10-15 seconds in length.

9. Proofread and Practice

Before recording your greeting, proofread and practice it to ensure it flows smoothly.

10. Review and Update Regularly

Your voicemail greeting should reflect your current job title, contact information, and professional goals. Review and update it periodically to keep it accurate and effective.

Voicemail Greeting Template
Hello, this is [Your Name]. I’m calling from [Company Name] regarding the [Purpose of Call]. Please call me back at [Phone Number] or email me at [Email Address]. I look forward to hearing from you soon. Thank you.

How to Close a Voicemail

Closing a voicemail message is an important part of leaving a clear and concise message. Here are some tips on how to close a voicemail message:

Thank the person for their time. This shows that you appreciate their willingness to listen to your message.
State your name and contact information again. This will help the person to identify you and get back to you if they need more information.
End with a call to action. If you need the person to do something, such as call you back or send an email, be sure to mention it at the end of your message.

Here are some examples of how to close a voicemail message:

“Thank you for your time and consideration. I look forward to hearing back from you.”
“Thanks for listening to my message. I can be reached at 555-555-5555 or by email at name@example.com.”
“Please call me back at your earliest convenience so we can discuss this further.”