How to leave a voicemail – Step-by-Step Guide

How to leave a voicemail


If you regularly speak with professionals on the phone, you must leave a message and make a good impression. Knowing how to leave professional voicemails is a very important skill. What to include and how long a voicemail should be are two important components of leaving professional voicemails.

In this article, we’ll discuss why it’s important to leave professional voicemails, ensure they are professional, and remember what to remember.

What is the importance of leaving a professional voicemail?

There are many reasons to skip professional voicemails, if not necessary when communicating with another person in a professional capacity. When it is needed to pick up the phone and call another person, and in a professional situation, it is important to ensure that the voicemail you leave conveys professionalism and whether or not to leave it because of anything.As we can say

  • Calling to confirm a job interview
  • Congratulating a colleague on a recent success in the workplace,
  • Communicating with clients or working in a client relationship, accepting a job opportunity, 
  •  You are calling into place because you are sick or unable to come to work that day.
  • You are communicating with other employees within your office.

Whenever someone doesn’t answer your call, you return a professional voicemail or leave a professional voicemail to provide specific information. Another reason to leave a professional voicemail is to show your confidence and ability to communicate well. That is especially important during the job search because hiring managers can quickly determine whether an application is a good fit by phone. Listening to voicemails left by the applicant is well-spoken and professional.

How to Leave a Professional Voicemail

How to leave a voicemail
How to leave a voicemail

When leaving a professional voicemail for someone, these steps should be taken

  • Check that you have the correct number.
  • Outline what you want to say.
  • Check to see whether it’s a good time to call.

Check that you have the correct number

The first thing you need to do is to make sure that the number you are calling belongs to the right person, especially if you are sending a message about a sensitive or private topic. Or leaving; before pressing the call, compare the number you typed in your phone with your number to see if it is correct.

Outline what you want to say

Thinking about what you want to talk about before you call is always a good rule of thumb. Work through the points you want to cover with the person you’re calling, and make a mental note of the most important thing to mention when you get to their voicemail. Be brief so your voicemail conveys your purpose for calling and doesn’t waste anyone’s time.

Furthermore, make a good outline and note down all the points you want to say

Check to see whether it’s a good time to call

Always ensure you time your call even if they don’t answer. But make sure you don’t leave a message at an inappropriate time. Call only during business hours. Consider calling or leaving a voice message during scheduled hours, such as 9:00 a.m. to 6:00 p.m.

While leaving a message on voicemail

How to leave a voicemail
How to leave a voicemail

Some steps to take while leaving a voicemail message are as follows.

Introduce yourself

Before going to the message section of your voicemail, you should identify yourself so the caller knows who is speaking. Start by giving your first and last name if you know the person. Or, if they are expecting your call, it would be appropriate to provide the first name.

Include your phone number at the beginning of the voicemail

If the caller doesn’t know you, you should include your phone number immediately after providing your name to ensure that the recipient has the information readily available if they don’t have it or don’t need it. Also, ensure they don’t have to listen to the entire voicemail again, as you can leave your number at the end of the message.

Make a connection

Connect with the recipient immediately so they can better remember who you are and why you’re calling. For example, you can say you received their colleague’s number. You can also remind them that you exchanged numbers with each other at the event so that they can feel comfortable listening to your voicemail.

Explain why you’re calling.

Use the information you did when you left your voicemail. Start by putting the most important information first and then add details if necessary. Don’t worry if you need to remember something; keep your voice right when leaving a voicemail so you don’t appear generic or robotic.

Keep it short

Try to keep your voicemails as short as possible. Long voicemails often leave the recipient desiring to listen, so keep them as fast as possible so they stay engaged and call for more information—encourage them to return.

Finish the message

End your message by repeating your phone number one more time, if necessary, after covering all the important details you must provide to the recipient. Some people make straightforward inquiries or ask specific questions to get the recipient to call back. If you don’t ask questions, you can say, “I hope to hear from you soon.”

Tips to keep in mind

  • When you talk, keep your impression very good and smile, creating a positive image.
  • Make sure that when you are recording the message, there is no background noise, such as TV, radio traffic, etc.
  • If you are calling about a secret matter, leave all the details off the voicemail because it is unknown who has access to it or can listen to what you are going for.
  • If you need someone to do something, such as visit your website or call you as soon as possible, mention it at the end of the voicemail.
  • Listen to all voicemail prompts and follow the instructions carefully because every phone system differs.


Whether applying for a job or returning an interview call, this can be your first impression. If you’re in customer service, clarity should be highlighted. On any sales call, you need to be well-informed and prepared.

The ability to leave a great voicemail message is no longer a thing of the past as it is now very important, especially in a work environment. Use these tips to stay on point. Make sure it’s good no matter why you leave a voicemail or the situation.


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