How to do voice mail

The art of leaving a voicemail! Here's a step-by-step guide on how to do it:

Before You Start

  1. Make sure you have the correct phone number and extension (if applicable) of the person you're trying to reach.
  2. Check if the person has voicemail enabled on their phone. Some phones or phone plans may not have voicemail capabilities.

Leaving a Voicemail

  1. Dial the phone number of the person you're trying to reach.
  2. When the phone rings, wait for the voicemail system to answer. This is usually indicated by a recorded message or a beep.
  3. Speak clearly and slowly into the phone. Introduce yourself and state your name.
  4. Leave a brief message, including:
    • Your name and contact information (phone number and/or email).
    • A brief summary of the purpose of your call.
    • Any relevant details or questions you have.
  5. Keep your message concise and to the point. Aim for 30 seconds to 1 minute in length.
  6. End your message by saying "Thank you" or "Please call me back."
  7. Hang up the phone.

Tips and Variations

  1. Be clear and concise: Speak slowly and enunciate your words. Avoid mumbling or speaking too quickly.
  2. Use a professional tone: Even if you're leaving a personal message, try to maintain a professional tone.
  3. Leave a callback number: Make it easy for the person to call you back by leaving your phone number.
  4. Use a voicemail app: If you have a smartphone, you can use a voicemail app like Google Voice or Skype to leave voicemails.
  5. Consider a brief greeting: If you're leaving a message for someone you don't know well, consider starting with a brief greeting, such as "Hello, my name is [Your Name]."
  6. Don't be too long-winded: Keep your message brief and to the point. You don't want to overwhelm the person with too much information.
  7. Proofread: Before leaving a voicemail, take a deep breath and review what you're about to say. Make sure it's clear and concise.

Common Voicemail Scenarios

  1. Leaving a message for someone you don't know well: Be professional and brief, and make sure to leave your contact information.
  2. Leaving a message for a colleague or business contact: Be clear and concise, and include any relevant details or questions.
  3. Leaving a message for a friend or family member: Be casual and friendly, but still keep your message brief and to the point.

By following these steps and tips, you'll be well on your way to leaving effective voicemails that get your message across!