Seven Ways to Leave a Better Voicemail

Seven Ways to Leave a Better Voicemail

Even in our text, email, and chat world, there is still voicemail.  The furniture store is calling to set up a delivery date, the restaurant is confirming your reservation or a company is trying to sell you a new service.

It is so frustrating when the message isn’t clear and the voice sounds more like a machine than a person.

It’s an easy fix.  Here are some suggestions:

  1. Say, and speak slowly, “Hi, Mr. Smith.  My name is William.”  Always use the name of the person you are calling along with stating your own name.
  2. “I hope your day is going well.”  Nice to say something nice and welcoming.
  3.  “I’m happy to let you know your furniture has arrived in our warehouse and we’re ready to schedule a convenient delivery date.”  The message is clear, concise and informative.
  4. “Please call me at 800-222-9876.  Once again, that’s, 800-222-9876 and ask for William.”  It’s important to state the number twice.
  5. “If I’m not available, you can also speak to Tim or Mary.  They have your file.  They can help you, too.”  This is useful, additional information.
  6. “Our hours are Monday through Friday, 8am until 5pm, and Saturdays from 10am to 6pm.”  By providing hours of operation, the customer callback process is less frustrating.
  7. “Mr. Smith, we appreciate your business.  We look forward to hearing from you at your earliest convenience.”  Thanking the customer in the message is thoughtful and appreciated.  

Leaving a voice message should not be a motionless chore but considered another opportunity to show customers they are important, valued and their business is appreciated.  It can be a critical component of the customer journey.  It’s not just a message and if not done correctly, can definitely send the wrong one.

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About the Author ()

Richard R. Shapiro is Founder and President of The Center For Client Retention (TCFCR) and a leading authority in the area of customer satisfaction and loyalty. For 28 years, Richard has spearheaded the research conducted with thousands of customers from Fortune 100 and 500 companies amassing the ingredients of customer loyalty and what drives repeat business. His first book was The Welcomer Edge: Unlocking the Secrets to Repeat Business and The Endangered Customer: 8 Steps to Guarantee Repeat Business, was released in February, 2016.

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