The first thing you should do if you’re going to create your own professional voicemail greeting is figure out what you want to say. The recommended length of a professional voicemail is just 20-25 seconds, so don’t waste time with filler information that doesn’t actually add value to your message.
Certain pieces of information should be present in every professional voicemail greeting, including your name, the name of your company and department, and a statement about you not being able to take a call at the moment. Your greeting should also include an invitation for a caller to leave a message, a notice of when they can expect a return call and instructions about where they can get immediate assistance — a coworker’s direct line, website, etc.
If you need your callers to leave certain pieces of information in their message, such as an order or reference number, ask them to do so in your voicemail greeting. To limit the chances you’ll end up playing phone tag with a caller, it’s also advisable to ask them to provide the time of day that’s best for you to return their call.
Once you’ve finalized your script and made sure it includes all of the information mentioned above, you can use the following tips to record a voicemail greeting that will make the right impression on your callers: