As a business owner or professional, your first impression is often by phone. Whether it’s a potential client, a client with an urgent question or an employee seeking clarification, if you don’t answer the phone, your voicemail becomes the mouthpiece of your reachability. And let’s face it, an uncomfortable, unclear or unprofessional voicemail can simply cost you commissions or clients.
At AssistNow, we help busy professionals manage their accessibility every day. And yes that starts with your voicemail.
In this article we will give you practical tips for a powerful, professional voicemail and tell you how we can support you directly if you wish.
Why a good voicemail is important
A professional voicemail is much more than a “should. It shows that you:
- Be structured and reachable, even if you don’t answer for a while
- Taking customers seriously
- Making work of your professional image
Especially in industries where trust and reliability are essential, every form of communication counts. In that context, your voicemail is not an afterthought, but an indispensable business card.
What makes a voicemail professional?
A good voicemail is:
Clear and short
- No long monologues: Briefly state who you are, why you cannot answer, and what the caller can expect from you.
- Personal, but professional: Use your own voice and address the listener directly, but avoid informal or vague language.
- Active and solution-oriented: Let the caller know the best thing to do. Should he send an e-mail? Call back? Indicate the next step.
Sample professional voicemail text
“Good day, you are speaking with [your name] from [company name]. At this time I am unable to answer my phone. Please feel free to leave your name and phone number and I will get back to you as soon as possible. Do you have an urgent question? Then send an email at [your email address] or a Whatsapp message. Thanks and see you soon!
Simple, clear and professional.
Common mistakes (and how to avoid them)
🛑 Too informal or awkward
“Euh… yes hi, I’m not here for a while, just speak up.” – This does not exude structure or reliability.
🛑 No action or follow-up
A voicemail without a call-to-action leaves the caller in doubt. Will he get a callback request? Does he have to try again himself?
🛑 Intelligibility or noise
Record your voicemail in a quiet room, without noise or background noise. Speak quietly and clearly.
Tip: Have your voicemail professionally recorded by AssistNow
Don’t have time or simply don’t want to record a neat message yourself? AssistNow can do that for you.
We provide a friendly, businesslike voicemail that matches your style and sector. That way, you can be sure that the caller immediately gets a professional impression, even if you’re not available.
A small effort, a big difference in appearance.
Additional tips for voicemail management
- Update your message regularly – For example, in case of vacation, illness or changing work hours
- Check your messages daily – Make sure you call back or follow up quickly
- Link your voicemail to your schedule – For example, let people know that you will be available again between 1:00-14:00 p.m.
Professional accessibility can be arranged with AssistNow
You don’t have to do everything yourself. As Personal Assistants, we support professionals every day in optimizing their communication, agenda management and customer contact. And that includes a perfect voicemail.
Whether you want a standard message for during business hours, or a temporary notification for vacation periods, we’ll take care of it for you.
🔸 Professionally voiced
🔸 In your tone of voice
🔸 Fast and hassle-free
Would you like to have a professional voicemail system set up right away or would you like to outsource other accessibility issues? Then contact us directly.