Sound Communication: The Holdcom Blog

10 Steps to Professional Voicemail Greetings

Professional Voice mail greetings are essential for good business

I am not a voice talent, and I hate the sound of my own voice. Every time I lose my cell phone (daily), I call it from another line to help myself find it. And every time I do this, I wish my voicemail message sounded…different. I’m always reminded that I should sit down and rerecord it, so it makes a more professional first impression.

So, I finally did it. Here’s my process for developing a professional voicemail message in 10 steps:

  1. Listen to your current voicemail message. If it’s been more than a month or two since you’ve called and listened to it, make sure you check it out.
  2. Decide what information you need from the caller. This might include:
    • Their name, message, and call back number
    • You might also ask them for: the best time to call them back
  3. Write down what you want to say, and read if out loud a few times. Make sure it sounds natural—if you always use contractions (isn’t, can’t, etc) when you speak, use them in your message.
  4. Read our professional recording tips from voice talent JoJo Jensen
  5. Record it a few times-but not on your outgoing message just yet. Practice recording so you can play back your rehearsals. When you listen back, you might realize you’re going too fast, that you sound stiff.
  6. Take a minute to listen to the prompts required to update your greeting, so you can be prepared when you do your final recording
  7. Watch a funny video on YouTube. (We recommend this one) Why? To put you in a good mood and to get you to smile! You really can hear a smile. It makes you sound friendly and approachable while enhancing your tone.
  8. Record as you rehearsed!
  9. Review your voicemail greeting, making sure it sounds great from a cell phone, a land line…ask a friend to help you, and get their feedback.
  10. Rerecord as necessary, and update often.


Looking for more information about delivering a professional voicemail message? Click here to download our free guide, "Top Tips for Professional Voicemail Greetings"



Tags: resources, tips, greetings