When a potential customer calls you and you are not available to answer the phone, you definitely want to leave a good impression on them, better let them contact you again. A professional business voice message can help you with that. It can better engage with your customers, increase rapport between you and them, and leave a good first impression on them. Therefore it is important to devise a good voice message to keep a close relationship with your customers and better serve them in your absence.
There are four principles to devise a good voice message.
Information: For a professional business voice message, you should provide all the information the caller needs: your name, your company name, your office hours, and your other contacts, such as emails, so that they can better reach you.
Validation: A good voice message shall thank the caller for their call and apologize for missing it. In this way, the caller will feel good about your absence.
Motivation: The goal of your voice message is to engage with your caller and turn it into a mutual relationship. Therefore your message shall be encouraging as well as concerning so that your caller will listen to your message, contact you, or leave their information.
Length: Keep your voice message within 10 to 30 seconds. A short voice message with all the information the caller needs will gain their appreciation.
