Your voicemail message is often the first point of contact someone has with you, and whether you realize it or not, it’s making an impression. Whether it’s a potential client, a colleague, or a friend, the outgoing message you leave on your voicemail speaks volumes about who you are, how seriously you take your professional image, and how you value communication. From the tone and content to the frequency of updates, your voicemail greeting can tell someone more than just whether you’re available—it can hint at your personality, professionalism, and approachability. So, how do you ensure your voicemail message leaves the right impression every time? Let’s dive into the nuances of crafting a voicemail greeting that impresses and reflects your best self.
If you want to be perceived as conscientious and reliable, leave a short, professional, and friendly greeting as your outgoing message. No music. No jokes. No inspirational messages. No boasts, bells, or whistles. And here’s the secret: change it every day. Your message doesn’t have to be flawless. A little cough or stammer gives your message a lovely, unpretentious reality.
Technique #66 – Constantly Changing Outgoing Message
The First Impression
The first impression is often the one that sticks, especially in a professional context. When you leave a voicemail, your message is the first tangible interaction someone has with you, even before you can return their call. Callers often judge your professionalism, mood, and work ethic based on that brief message.
Take the greeting, “Hello, I’m not in right now. But you probably don’t want to talk to me anyway.” This self-deprecating tone is a red flag. While humor can be effective in some contexts, it can be misinterpreted in others. This message conveys insecurity. The phrase “you probably don’t want to talk to me anyway” implies that the person isn’t confident or that they believe they’re somehow undesirable. Instead of building rapport with the caller, it risks pushing them away or making them uncomfortable. No one wants to feel like they’re intruding, and a greeting like this can make them hesitate before leaving a message.
Your voicemail greeting should reflect who you are but in a professional and positive light. It’s best to start with a simple, confident introduction, like “Hello, this is [Name]. I’m currently unavailable, but please leave your message, and I’ll return your call as soon as possible.” This kind of greeting signals to the caller that you are a busy professional, that you value their time, and that you’ll get back to them as soon as possible. This approach is warm, confident, and reassuring. It provides just the right level of information and doesn’t include unnecessary negativity or self-deprecation.
The Subtle Cues You’re Sending
Your voicemail isn’t just about your words; it’s about everything you convey between the lines. Subtle cues—such as the tone of your voice, the choice of words, and even the overall vibe of the message—can say much more than you might think. Consider the example of a voicemail that includes: “Hello, the sound you hear is the barking of our killer Doberman pinscher, Wolf. Please leave a message after the tone.” On the surface, this might sound like an offbeat joke. But take a moment to think about what it communicates more deeply.
The mention of a “killer Doberman” suggests a heightened awareness of safety, possibly to the point of paranoia. It implies that the person may need to assert dominance or create a sense of intimidation. Depending on who’s listening, this could evoke feelings of unease. The message might come off as excessive or alarming for someone who doesn’t know the caller personally. Having a security system or a guard dog is one thing, but broadcasting it loudly on your voicemail could suggest an overemphasis on personal safety. On the other hand, it could also be seen as an attempt at humor or an invitation to demonstrate how fiercely protective they are of their space.
This example underscores the importance of being mindful of the subtext in your voicemail message. Are you signaling insecurity? Are you coming off as defensive, overprotective, or perhaps even aggressive? The tone you set with your message will influence how people view your voicemail and shape their overall perception of your personality and character. It’s essential to ensure your message is clear, friendly, and neutral to avoid unintentionally sending the wrong signals.
The Rock Star Greeting
There’s a time and place for everything; voicemail is not the stage for a rock concert or an impromptu performance. Consider Mark, the graphic artist who thought it would be a good idea to blast ear-splitting rock music through his voicemail and then deliver a message in an overly casual, “Hey dude, don’t be rude” tone. While this might be perfect for his friends or a fellow musician, it’s a poor choice for someone trying to present themselves professionally, especially when dealing with conservative clients.
The problem isn’t just the music or the casual phrasing; it’s the message it conveys. Instead of showing confidence or creativity, it inadvertently suggests immaturity or a lack of seriousness. This could be jarring for a client or potential business partner and may raise doubts about your ability to handle professional matters with the same enthusiasm and seriousness.
Business voicemail messages should reflect the professional nature of your work. When leaving a voicemail for a client, colleague, or potential business partner, it’s essential to balance showing personality and maintaining professionalism. A message like, “Hi, this is [Name]. I’m currently in a meeting, but I’ll get back to you as soon as I can,” is straightforward, respectful, and to the point. This type of message reassures the caller that you’re busy but also available, giving them the confidence that you take your responsibilities seriously.
The Power of Regular Updates
One of the simplest ways to enhance your voicemail message is by updating it regularly. A regularly updated voicemail suggests that you are on top of your game, responsive, and organized. Studies show that callers are more likely to perceive you as competent and reliable if they hear an updated message each time they call. It may seem like a small change, but it can greatly impact how you’re perceived.
When you update your voicemail greeting daily, you’re showing that you are actively managing your time and are available for communication. For example, a message like, “Hello, this is [Name]. It’s Thursday, May 7, and I’m in a meeting until late this afternoon. Please leave a message, and I’ll return your call as soon as possible,” communicates that you are busy. Still, it also gives the caller an expectation of when to hear back from you. This helps manage their expectations and eliminates the frustration of waiting without knowing when you’ll be available.
Adjusting your voicemail message according to your schedule is also a good practice. If you’re going to be out for the day, provide an estimate of when you’ll return. If you’re working on a project and won’t be able to answer right away, let the caller know. Regular updates make your voicemail feel personal and tailored to your current availability. They reinforce your reliability and assure the caller that they’re not forgotten.
Keep It Brief
In today’s fast-paced world, no one has time to listen to long, drawn-out voicemail messages. A long voicemail greeting can quickly become an annoyance, as it delays the caller from leaving their message and wastes their time. If the message goes on too long, it can make the caller feel that their time isn’t valued, harming your professional image.
Take, for example, Dan’s motivational voicemail message, which he delivered each day. While his intention may have been to inspire, the message was too long and overbearing. By the third time a colleague had to listen, it was no longer motivational—it was maddening. Dan’s message may have been uplifting the first time, but it felt like a lecture by the second and third rounds. Instead of achieving the desired effect of leaving the caller feeling positive and inspired, the message caused frustration and resentment.
Keep your voicemail concise and direct. Focus on providing essential information, such as who you are, why you’re unavailable, and when the caller can expect a return call. A simple message like, “Hello, this is [Name]. I’m currently in a meeting but will be available after 3 p.m. Please leave your message, and I’ll get back to you as soon as I can” is sufficient. It’s polite, professional, and to the point. Avoid long-winded speeches or unnecessary details that will only cause your callers to tune out before they leave their messages.
Don’t Overdo the Self-Promotion
Voicemail is not the right venue for a self-congratulatory monologue. Take Cheryl, the author, as an example. She used her voicemail message as an opportunity to tout her national book tour, name-dropping the cities she was visiting and making sure her callers knew how important she was. While Cheryl may have been excited to share her accomplishments, the tone and execution were boastful and inauthentic. Referring to yourself in the third person (“Cheryl is on her national book tour…”) doesn’t seem natural and can come across as pretentious.
Self-promotion can be a slippery slope when it’s done in the wrong context. While being confident and proud of your accomplishments is important, your voicemail is not the place to brag. Instead, focus on providing essential, relevant information that will help the caller understand why you’re unavailable and how they can leave a message. If you need to share your success, do so in a way that doesn’t dominate the conversation or make the caller feel like they’re being talked at. A professional message focused on the caller’s needs is always more effective than a message centered on your achievements.
The “I’m Away” Trap
The phrase “I’m either away from my desk or on the other line” has become a standard voicemail greeting for many business professionals. While technically accurate, it can unintentionally create the impression that you’re overwhelmed or chained to your desk. The message suggests that you’re constantly busy or unavailable, which can detract from your image as someone who controls your time and responsibilities.
Consider the absurdity of receiving a message like this at 4 a.m. “I’m either away from my desk or on the other line right now,” it says. At that hour, it’s hard to believe anyone would be on the other line or away from their desk—especially if it’s a weekend. Messages like this can feel disingenuous or irrelevant to the situation. The caller might wonder if they’ve reached a voicemail out of date or if the person they’re trying to contact is truly unavailable.
Instead of using vague, overused phrases like “I’m away from my desk,” try to be more specific and professional. If you’re in a meeting, let the caller know when you expect to return and provide a timeframe for when you’ll be available to respond. A message like, “Hi, this is [Name]. I’m in a meeting right now and will be available after 3 p.m. Please leave your message, and I’ll reply as soon as possible. It will be clear and informative without sounding frazzled or overwhelmed. It gives the caller enough information to decide whether to leave a message or call back later, all while preserving your professional image.
Final Takeaways
To truly impress people with your voicemail message, keep it professional, updated, and brief. The idea is to be approachable, organized, and in control of your time, not overwhelmed or desperate for attention. Avoid gimmicks, over-the-top humor, or motivational speeches that could irritate the listener. And always remember, a little authenticity goes a long way. A slight cough, a slight stumble, or an imperfect message makes you more relatable—just be sure to strike the right balance. The goal is to leave a lasting impression without appearing overly rehearsed or unapproachable.
Changing your voicemail message daily is a small but powerful way to show you are on top. Whether you’re working with clients, colleagues, or potential business partners, your outgoing message can leave an impression that lasts longer than the conversation itself. So next time you update your voicemail, think about what your message says about you—and what it could say about your professionalism.
This article is part of the How to Talk to Anyone Series based on Leil Lowndes’ book.