Before we head towards the tips for you to get started on creating efficient voicemail messages, there is one thing you need to realize.
By asking for information such as full patient name, date of birth, and phone number, you can increase your chances of being able to successfully return a call, even if the message is difficult to decipher.
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With OpenPhone you can record your own voicemail greetings directly in the app, upload your own voice clips or simply type your voicemail script.
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28. Hello, you’ve reached [your name]. I can’t come to the phone right now, probably because I’ve just stepped away from my desk, but possibly because I’m trapped under something heavy. Leave a message and I’ll call you back within one business day — and if I don’t, please send help.
9. Queue Callback Message. What the caller hears when they request a callback from the queue. Sample Scripts: “You have requested to have the next available agent call you back from the queue.
You’ve reached ARC Construction, leaders in home remodeling and construction services. We are pleased to announce that we were recently named ‘Best Local Contractor’ by the Phoenix Herald, and we finished another year ‘Complaint Free’ from the Better Business Bureau! It’s just the kind of service you’d expect from your hometown professionals. We are sorry we are unable to take your call at this time, please leave a message, and we will get back to you as promptly as possible.
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Hi, this is Tom, the sales manager at Orlando Powersports. I’m either busy assisting customers, getting ready for our End of Season Sale, featuring deep discounts on our huge selection of power sports equipment and gear or if I’m really lucky, I’m out riding the latest CAN-AM DS 250! Leave a message, and I will call you back as soon as possible. Thanks for calling!
If they don’t leave a message, you’ll never know who called. Some people may assume they should just call back later. But if you prefer to get back to them at your leisure, encourage them to leave a message.
HI, you’ve reached (name). I’m so sorry I can’t pick up the call right now because I am standing right behind you. GOTCHA.
Callers might reach Sales, Order Fulfillment, or Management sub-menus before finding a voicemail. The head of Sales would use their position further narrow down the intent of the caller, based on their path through the automated system. As a result, this voicemail could be appropriate:
Don’t leave customers and colleagues on edge. If you say you’re going to call them back, follow up. If you tend to fall behind in this area, encourage them to email you or reach out in another way. Better yet, learn how to forward voicemail to email so you can access the message anywhere.
4. Waiting Message. What callers hear when they enter the waiting queue. Sample Scripts: “All of our agents are currently busy. Please hold and we will answer your call as soon as possible.”
This is a true story: my friend's voicemail says, "Hi, you've reached Dave, I'm screening your call." My friend is a recent college graduate, currently searching for a job. While your best friends might think it's funny, anyone else will see a message like this for what it is: unnecessarily rude.
The insurance agent is quite polite in his approach towards his clients. He is also eager in extending his help to the client.