The way your business is perceived by customers and clients is most important. After hours, or when the line is engaged, is no different, so keep in mind these tips when recording a voice mail message for your business.
Language
It is important to sound professional so choose your language wisely. Use words that clients will understand and are welcoming such as “Thank you for calling. Your call is important to us, please leave a message and we will return your call.”
Tone
When recording a voice mail message, use a person with a pleasant, clear voice. The person should have a professional tone that is welcoming to client and customers and is easy to understand. Be sure to enunciate.
Information
Make sure all information is on the message is clear and accurate. If you own a store you do not want the wrong hours, this could leave your customers angry. Also keep in mind that messages should include another way to reach a business if possible such as a cell phone or e-mail address.
Include
On the recording you want to include the name of the company, its location and any hours if applicable. You want a short, accurate and informative message. If the message drags on to long the original point will be lost.
Time Frame
If the business is closed for an extended period of time or unusual circumstance be sure to include this on the message. Be polite and tell the customer or clients when the business plans to return to normal business hours, or when the person they are trying to reach will be available.