When you are not available to pick up the phone immediately, you will usually record a phone message to tell the caller that you’re not available to pick up the phone, ask them to call you another time or contact you in other ways.
It’s the same for the business. When a potential customer calls you, and you’re not available to pick up the phone, you will record a message, so that when people call, they will be handled rightly.
A good phone message recording shall fit four principles. They are information, validation, length, and motivation.
Information: The recording message you provide to your callers shall conclude your name, your company name, your office hours, and so on. So that the caller will know better about you. You can also offer them another way to reach you, maybe your email address.
Validation: Always thank your caller for calling and your appreciation for them. The caller will feel good about themselves.
Length: Keep your recording message around 30 seconds, and it shall contain all the necessary information about you.
Motivation: Always encourage the caller to contact you again until you get in touch.