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Communication

Sample Voice Mail Templates

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Voice mail is one of the most frustrating aspects of telephone communication; just below navigating automated phone menus. If voice mail is used properly, it can be a highly effective tool. The trick is to ensure your messages clearly communicate all the information need, but no more.

Here are some tips for leaving good voice mail messages along with half a dozen temples you can customize for your own use.

  • Write down your voice-mail message before you start. It is easier to read from the page than to try and ad lib.
  • Have custom greetings for different circumstances: in meetings, on vacation, business travel, etc. Update your greeting when appropriate.
  • Remeber to be professional. You can never be sure who will be calling you. Leave the humourous messages for your home phone.
  • Tips for leaving a good out-of-office message

Basic message – limited detail

Hello!  You have reached the voice mail of <name>. Please leave a message after the tone, and I’ll contact you. To return to the receptionist, press <number> at anytime.

Basic message – detailed

Hello, you’ve reached the voice mailbox of. Please note, you can bypass this message at any time by pressing. Today is, I am in the office, but I’m either on my phone or away from my desk. Your call is important to me. If you wish, leave a message and I will call you back at my first opportunity. If you need immediate assistance, press to have your call redirected by the receptionist.

Hello, this is <your name> of <company or department name>. I’m not available to take your call, but if you leave your name, number and a brief message, I will get back to you as soon as I can. If you would like to speak with my assistant, please dial <number>.

In meetings

Hello, you’ve reached the voice mailbox of <name>. Please note, you can bypass this message at any time by pressing <key combination>. Today is <day of week>, <date> I am in the office, but will be in meetings all day. Your call is important to me. If you wish, leave a message and I will call you back at my first opportunity. If you need immediate assistance, press <number> to have your call redirected by the receptionist.

Out of office on business

Hello, you’ve reached the voice mailbox of <name>. Please note, you can bypass this message at any time by pressing <key combination>. Today is <day of week>, <date> I am out of the office on business. If you wish, you can contact me via my cell phone <number> or by e-mail. If you need immediate assistance, press <number> to have your call redirected by the receptionist.

Vacation message

Hello, you’ve reached the voice mailbox of <name>. Please note, you can bypass this message at any time by pressing <key combination>. I am out of the office on vacation until <date>. If you need immediate assistance, press <number> to have your call redirected by the receptionist.

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Communication, Productivity

Tips for leaving a good out-of-office message

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Whether it’s time to get away from the office on vacation or business takes us on the road, the influx of email or phones messages rarely stops.

A little bit of preparation before you leave will ensure less to worry about on return. A good out-of-office message is a must. A well-prepared message can go a long way to decrease the backlog of messages waiting for you when you get back to work.

A good out of office message has three parts:

  1. Dates of your absence. Let the contact know when you are out of the office. It helps them decide what their next step is going to be; whether to wait for your return or to direct their request elsewhere.
  2. Reason for absence. I like to let my contacts know whether I am on a business trip or vacation. A business trip means I am connected to the office in some way and might be able to respond to a message. If I’m on vacation, I’m out of contact range.
  3. Who to contact in your absence. I try and leave contact information for alternate contacts when I am out of the office; a minimum of one up to as many as are needed.

Just because you leave an out-of-office message, it doesn’t mean that you have communicated to the sender. There are three things you should keep in mind when composing the message. It should be:

  • Complete: give all the detail necessary. Don’t say, “I’m out of the office” or “I’m gone for two weeks.” Make it precise. “I am away from the office starting July 1 and will be back July 15. The same applies to your alternate contacts. Let the sender know who to contact and how to get a hold of them.
  • Concise: keep it as short as possible while still making it complete. Use short, bulleted phrases. People don’t want to be able to read a novel during your out-of-office reply.
  • Clear: make sure it’s easy to understand. Don’t use abbreviations, job titles or internal jargon that will not be understood by everyone sending you a message.

Rather that coming back to a packed e-mail in-box and a full voice-mail box, spend a few minutes crafting a useful out-of-office message and people will be able to redirect or park tasks appropriately.