How to make voice mail more specific in telephone etiquette
The art of leaving a clear and concise voice mail message! Here are some tips to help you make your voice mail messages more specific and effective in telephone etiquette:
- Start with a clear greeting: Begin your message by stating your name and the purpose of your call. For example, "Hello, this is John Smith calling about the Smith account."
- Be brief and concise: Keep your message short and to the point. Aim for 30 seconds to 1 minute maximum. Avoid rambling or repeating yourself.
- State the purpose of your call: Clearly state the reason for your call. This helps the recipient understand the context and prioritize their response.
- Provide relevant details: If necessary, provide additional information that supports your purpose for calling. This could include dates, times, or specific issues.
- Leave your contact information: Make it easy for the recipient to get back to you by leaving your phone number, email address, or other relevant contact details.
- Use a professional tone: Speak clearly and professionally, avoiding slang, jargon, or overly casual language.
- Avoid using jargon or technical terms: Unless you're certain the recipient is familiar with the terminology, avoid using technical terms or industry-specific jargon.
- Use a clear and consistent format: Consider using a standard format for your voice mail messages, such as:
- Introduction (name and purpose of call)
- Main message (clear and concise summary)
- Additional details (if necessary)
- Contact information
- Proofread and practice: Before leaving a voice mail message, practice recording yourself to ensure you're clear, concise, and professional.
- Follow up: If you don't receive a response, consider sending a follow-up email or making a second call to reiterate your message and show that you're still interested in connecting.
Example of a well-structured voice mail message:
"Hello, this is John Smith calling about the Smith account. I'm following up on the outstanding invoice from last quarter. Could you please let me know when I can expect payment? My phone number is 555-1234, and my email is [email protected]. Thank you for your time, and I look forward to hearing back from you."
By following these tips, you can create clear and effective voice mail messages that help you achieve your communication goals.