How do you confirm appointments and follow up on requests using voicemail and messages?

1 Choose the right mode

Before you leave a voicemail or send a message, consider your purpose, urgency, and audience. Voicemail is more personal and can convey tone and emotion, but it may not be convenient or accessible for the recipient. Messages are more direct and can include attachments, links, or reminders, but they may lack nuance or context. Choose the mode that best suits your situation and the preferences of the other party.

2 Be clear and concise

Whether you are confirming an appointment or following up on a request, your voicemail or message should be clear and concise. State your name, company, and reason for calling or writing at the beginning. Then, provide the relevant details, such as the date, time, location, agenda, or status of the request. Avoid rambling, repeating, or adding unnecessary information. End with a call to action, such as asking for a confirmation, a response, or a feedback.

3 Be polite and respectful

Phone etiquette for voicemail and messages also involves being polite and respectful. Use a friendly and professional tone, and avoid slang, jargon, or sarcasm. Greet the recipient and thank them for their time, attention, or cooperation. Apologize if you are calling or writing at an inconvenient time, or if you are following up on a delayed or unresolved request. Express your appreciation and interest, and offer your assistance or support if needed.

4 Follow up appropriately

After you leave a voicemail or send a message, you may need to follow up if you do not receive a reply or confirmation. However, you should not be too persistent or intrusive, as this may annoy or offend the recipient. Wait for a reasonable amount of time, depending on the urgency and nature of your communication. Then, try a different mode or channel, such as email, phone call, or text message. Explain why you are following up, and restate your request or confirmation politely.

5 Check your voicemail and messages

Finally, phone etiquette for voicemail and messages also requires you to check your own voicemail and messages regularly and respond to them promptly. Do not ignore or delete messages that require your attention or action. Listen to or read them carefully, and take note of the important details. If you need more time or information, acknowledge the message and let the sender know when you will get back to them. If you are unavailable or busy, set up an auto-reply or a voicemail greeting that informs the caller or sender of your status and availability.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?