How do you keep your voicemail messages on-brand and on-tone?

1 Know your audience

Before you record or leave a voicemail message, think about who you are addressing and what their expectations are. Are they formal or casual, friendly or serious, busy or relaxed? How do they communicate with you and what do they need from you? Tailor your message to suit their style, preferences, and needs, while staying true to your own brand personality and values.

2 Be clear and concise

A good voicemail message should be short, simple, and specific. Avoid rambling, repeating, or adding unnecessary details that might confuse or bore your listener. State your name, company, and purpose of your call at the beginning, and repeat your contact information at the end. Use clear and courteous language, and avoid jargon, slang, or acronyms that might not be understood by your listener. If you have a call to action, such as requesting a callback, a confirmation, or a feedback, make it clear and easy to follow.

3 Be professional and polite

Even if you have a casual or friendly relationship with your listener, you should always maintain a high level of professionalism and politeness in your voicemail messages. Use appropriate greetings and salutations, such as "Hello", "Good morning", or "Thank you". Avoid using informal or slang terms, such as "Hey", "Yo", or "Later". Use a positive and respectful tone, and avoid sounding rude, impatient, or demanding. Express your appreciation and gratitude for their time and attention, and apologize if you are interrupting or inconveniencing them.

4 Be consistent and authentic

Your voicemail messages should reflect your brand identity and tone of voice, and be consistent with your other communication channels, such as your website, social media, or email. Your messages should also be authentic and sincere, and not sound scripted, robotic, or generic. Use your natural voice and inflection, and avoid sounding monotone, bored, or nervous. You can also add some personality and warmth to your messages, such as a smile, a joke, or a compliment, as long as they are appropriate and relevant to your listener and your purpose.

5 Be mindful and adaptable

Finally, you should always be mindful and adaptable when it comes to your voicemail messages. Monitor your messages regularly, and delete or update any outdated or irrelevant ones. Check your voicemail settings, such as your volume, speed, and quality, and make sure they are optimal for your listeners. Listen to your messages before sending them, and check for any errors, omissions, or misunderstandings. Be ready to adjust your messages according to the feedback, responses, or situations you receive from your listeners.

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?