How to Make a Voicemail Greeting

Writing a Script

Write a list of information you want to include in your voicemail greeting. Writing out a list of points to include may sound arduous, but when your voicemail could potentially be the first impression someone has of you, it’s best if it doesn’t come with a bunch of "Um, uh," noises and awkward pauses. You want your voicemail to contain some basic information in a polite manner that will help the caller know that it’s you, and information to leave so you can call back as soon as possible. Include your name (and the company if this is a business voicemail), a statement that lets the caller know you apologize for missing the call, and information you would like from the caller such as name, number, and a brief message concerning the purpose of the call.

Write down a script for your greeting. You want to create a script that you can read from while recording your voicemail. By having something to read, you can relax and sound polite and confident. Start with a polite “Hello”. Inform the caller of who you are, and apologize for missing the call. End your script by asking the caller to leave a name and contact number with a brief message. Inform the caller that you will get back to them as soon as possible. You can also sign off with a friendly “Have a nice day,” if you wish.

Read over your script. You want to make sure that it sounds professional and friendly while getting a clear message across. Think about the kind of people who might be leaving you voicemails and make sure that yours is personable and informative. Make sure your script includes the information from your list. Avoid common, flat greetings like “Your call is very important to me.” If the call is important, you’ll make the effort to return it as soon as possible. If you are setting up a voicemail for work, even if it’s on your cell, consider giving callers alternate ways to reach to reach you. Give an email address, or the address to your website where more information may be found. Once you’ve read your voicemail out loud and feel that it provides relevant information in a friendly, professional manner, you’re ready to record.

Recording the Greeting

Limit background noise. You want your voice to come through crisp and clear, so make sure that there’s no noise in the background like a radio, tv, or people talking. The best place to record your voicemail is in a quiet room that’s away from excessive noise. Smaller rooms will also work better as there won’t be as much ambient sound as in a large, open space.

Enter the voicemail setup function on your phone. Depending on your carrier and phone, there are several ways to record a new greeting. If you’re on an iPhone and have iOS 8 or later, you can go into your “Phone” app and hit the “Voicemail” button. This will bring you to a screen that shows your voicemails, and in the upper lefthand corner will be an option for “Greeting”, click that and from there you can listen to or edit your greeting. Android users can hold down the 1 key in the dialer until your phone connects to the voicemail service. Enter your PIN when prompted or setup your voicemail inbox for the first time and then follow the prompts to record a new greeting. Some Android devices may come with a Voicemail app, depending on your carrier. Try dialing your own phone number if you are having difficulty accessing your voicemail service.

Read your script. You’re ready to record, you’re in a comfortable quiet place, and you have your script in hand. Simply read your wonderful script when you are prompted to record. Try not to use a completely monotone voice. You want to speak with a friendly conversational tone. If you have trouble adding some expression to your voice or speaking clearly, then try practicing your greeting in front of a friend to get feedback and feel more comfortable.

Preview your recording. After you have recorded your voicemail greeting you have the option to preview it before saving. Listen to your voicemail to ensure that you have spoken in a clear and polite manner, and that you have included all the important information. Remember, you want to include your name or your family’s name. Inform the caller that you apologize for missing the call and will return it as soon as possible. Give a brief set of instructions on the information that you would like the caller to provide so you can be informed when you return the call.

Have a friend call you. Have someone you trust listen to your voicemail greeting and give you feedback. Having a friend call your phone and listen to your voicemail greeting is a great way to see if you have successfully recorded a friendly and proper greeting that actual callers can hear and understand.

Troubleshooting

Try restarting your phone if voicemail isn't working. Restarting your phone is a quick fix for many common voicemail issues. If you cannot connect to your voicemail service or are experiencing other voicemail issues, try restarting your phone before moving on.

Check to make sure voicemail is setup on your phone. If you're using a new phone or just switched SIM cards, you'll need to setup voicemail for your account before you can record your new greeting. There are several ways that you can access your voicemail features, depending on your service and device: Press and hold 1 on the phone's dialer. This works on most devices and services. Tap the Voicemail button on your iPhone's dialer. Dial *86 (Verizon) or 123 (T-Mobile). Dial your own number from your phone. For many services, this will call your voicemail.

Ensure that your plan includes voicemail. While most plans include basic voicemail services these days, it is still possible that you may have a plan that does not have a voicemail feature. Check your monthly statement or contact your carrier if you aren't sure.

Contact your carrier if you've forgotten your voicemail password or can't get voicemail working. If you had previously setup your voicemail but can't remember your password, you'll need to contact your carrier's Customer Service line. A service rep will be able to reset your voicemail password for you. The Customer Service department should also be able to help you through any other issues you may be having with voicemail.