What are some of the best practices for using voicemail and email to communicate with callers?

1 Set up a clear and concise voicemail greeting

Your voicemail greeting is the first impression you make on callers who cannot reach you directly. It should include your name, your position or department, the reason why you are unavailable, and when you will return the call. You should also invite the caller to leave a message with their name, number, and purpose of the call. Avoid using slang, humor, or personal information that might confuse or offend the caller. Keep your greeting short and simple, and update it regularly if your availability changes.

2 Check and return your messages promptly

One of the most important aspects of using voicemail and email to communicate with callers is to check and return your messages promptly. This shows that you are responsive, reliable, and respectful of the caller's time and needs. Ideally, you should check your messages at least once a day, and return them within 24 hours or sooner if possible. If you cannot return a message right away, you should acknowledge it with a brief email or text message, and let the caller know when you will be able to call them back.

3 Use a professional and polite tone

Whether you are leaving a voicemail or sending an email to a caller, you should use a professional and polite tone that reflects your respect and interest in the caller. You should address the caller by their name, introduce yourself and your role, and state the purpose of your communication. You should also use proper grammar, spelling, and punctuation, and avoid using abbreviations, emojis, or informal language that might be misunderstood or inappropriate. You should also end your voicemail or email with a thank you, a call to action, and your contact information.

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?