1. Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

2. Introduction
As a business professional that is always on the go, taking your “mobile
office” with you is a practice that you might have started when you’re not
at your desk.
Your voicemail greeting is heard by many people that call you, including
important clients, prospects, colleagues, and customers. Your outgoing
message represents you.
How do you sound on your voicemail greeting? What is your message?
People react better to a clear, concise, well-scripted voicemail greeting.
Your voicemail is a personal reflection of you—capitalize on this
opportunity to sound professional and sophisticated to your important
callers.
Blog: Personal vs. Business Voicemail Greetings
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

3. Content
• Treat your voicemail as someone’s first impression of you. You want this
message to leave the caller with a positive image of you or your company.
• Ask yourself, ‘What information do I want from my callers?’ You may want
to ask callers for their name, company, and/or best way to be reached.
• Avoid background music, unless it is very soft. You don’t want callers to become
distracted or your message to lack clarity.
• Make sure you delete old, irrelevant messages on your phone. If your mailbox
reaches maximum capacity, you may miss important messages.
Blog: 10 Steps to Professional Voicemail Greetings
Blog/SlideShare: 6 R’s for Professional Voicemail Greetings
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

4. Business Voicemail Messages
Your message should include…
… your company’s name, so that callers know they have reached the right business.
… the option of skipping the voicemail message if the caller has heard it before.
… the option for immediate assistance if applicable.
… alternate contact information if you go mobile often.
… that you will return your call.
Blog: Marketing Messages On Your Cell Say You Mean Business
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

5. Did you know…
Callers are more likely to leave an informative
message if they know you will call them back,
no matter what.
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

6. Remember…
•Match your voice to your company’s image.
•Update your message frequently.
• If you don’t like the
sound of your
own voice, have a
professional voice
talent record your message..
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

7. Personal Voicemail Messages
Your message should include…
… your name or your family’s name.
… your personality! Keep it somewhat professional though.
… a brief, simple, and straight forward recording.
Your message should not include…
… your phone number. Your caller already knows your number because
they dialed it, or have it stored in their address book.
… any statement indicating you are away from home, for security
reasons. Instead you may opt for a phrase like “I am not available to
answer your call…”
Blog: The Making of a Professional Cell Phone Greeting
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

8. Now you know how to develop your professional voicemail greeting…
What’s next?!
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

9. How to leave a professional voicemail message
-To maintain a level of professionalism, proper voicemail
etiquette is required.
- Leaving a well-spoken, informative yet concise message
shows you are professional and prepared.
-Speaking clearly, distinctively, and in a pleasant tone you
will come across as friendly and professional.
Blog: Leaving a Professional Voicemail Message is Just as Important as Your Actual Voicemail Message
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

10. 1. Speak clearly.
2. Leave your full name and extension number.
3. Keep your message short and simple.
4. Make sure you are leaving a good impression on the person
you called.
5. Leave the date and time you called, along with the best time
the person to reach you.
6. Explain the reason you are calling in one message, indicate
what you want the recipient to do.
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com

11. Want More Voicemail Tips?
Holdcom’s Voicemail Resources Page
Holdcom | www.holdcom.com | 800.666.6465 | info@holdcom.com