Today, we’re going to give you 8 professional answering machine examples.
At Network Telecom, we’ve been in the telecommunications industry for more than 40 years, and we’d love to share our expertise with you.
This post will provide you with 8 professional answering machine examples that you can use on your answering machine when you are unable to pick up the phone, on vacation, or for after hours. So, let’s get started!
Don’t miss potential sales – use effective answering machine examples – Source: Avaya
Answering Machine Examples
Here are 8 professional answering machine examples that you can use to make sure you can reach your customers who are contacting you. Feel free to mix and match parts of different messages to create effective answering machine examples that you are comfortable using.
Temporarily Unable to Answer
1. Temporarily Unable to Answer Version 1:
“Hi, this is [your name] from [business]; I’m unable to take your call. Please leave your name, phone number, and a brief message, and I will contact you as soon as possible. Thank you.”
2. Temporarily Unable to Answer Version 2:
“Hi, you’ve reached [your name] of [your business]. I’m sorry that I’m not able to answer your call at this time. Please leave your name, number and a quick message at the tone, and I’ll forward your message to the appropriate person. Thanks.”
3. Temporarily Unable to Answer Version 3:
“Hello, you have reached the office of [your name] of [your business]. I’m either away from my desk or on the phone. Please leave your name, number and a short message, and I’ll be sure to get back to you as soon as possible. Thank you.”
Your message should make your caller want to leave their contact information
Automated Attendants or Reception
4. Automated Attendants Version 1:
“You have reached [your business]. All of our representatives are currently busy, but if you leave us a detailed message with your name and number, we will return your call in the next [time-frame i.e. 2 hours]. Thank you for calling and have a great day!”
5. Automated Attendants Version 2:
“You have reached [your name] of [your business]. All of our sales representatives are busy serving other customers, but we would like to return your call as soon as possible. Please leave us a message with your name and number after the tone. To check the status of your order or for current pricing information, please visit our website at [your website]. If you would like to return to the previous menu, press the [key to return].”
Vacation or Extended Absence
6. Out of Office Version 1:
“Hello, this is [your name]. I will be out of my office starting on [start date] and will be returning on [end date]. You can call me when I return or leave a brief message. If this is an emergency, you can contact [person’s name covering while you are away] at [person’s number/extension covering while you are away].”
7. Out of Office Version 2:
“Hi, you have reached [your name] of [your business]. I will be away from my office from [start date] until [end date]. If your call is urgent, please contact [person’s name covering while you are away] at [person’s number/extension covering while you are away]. If not, please leave your name, number and a short message and I will return your call when I am back, or feel free to call back then. Thanks and have a great day.”
You should have a different message for extended absences – Source: Panasonic
After Hours Message
8. After Hours Version:
“You have reached [your business]. We are currently closed. Our regular hours of operation are from [opening time] to [closing time], [first day of business week] to [last day of business week]. We are closed on [days]. At the tone, please leave a message with your name and number, and we will return your call when our office reopens. You may hang up after leaving your message or press the [key] for additional options. Thank you for calling.
Why Are Answering Machine Messages Important?
If your customer has tried to contact you, then it is very important that you get back to them. A customer that has taken the time to reach out to you is a potential sale.
Selling services or products is what keeps you in business, so don’t miss out on an opportunity to sell by having an ineffective or non-existent answering machine message on your telephone system.
Don’t miss out on an opportunity to sell by having an ineffective message
Purpose of Answering Machine Messages
The main goal of your answering machine message is to get your customer to leave a message with enough information that you can get in contact with them. Your voicemail message has to be enticing enough so that they will respond to it and not simply hang up.
Tips for Creating Effective Answering Machine Examples
Be Clear about Whose Voicemail They Have Reached: Make it very clear whose voicemail they have reached by stating the business name, department, or person they are leaving the message for. This will help to assure your customer that they did actually dial the right number.
Make It Fresh: Do not use phrases like, “Your call is important to us…” This phrase has been so overused that it now seems to give the opposite impression that your call really isn’t that important.
Apologize: Let your caller know that you are sorry that you are unable to take their call at this time.
Invite: Give your caller an invitation to leave a message.
Reassure and Follow Through: Let them know that you will get back to them and when that will be. Make sure that you do follow up on this promise. Saying that you are going to call back and then not doing it will give your caller a very bad impression of your company.
Don’t be tempted to include too much information in your answering machine message
Give Alternatives: Outline any other options for your customer that they might use to get the answer they are looking for. For example, you could point them to your website or offer an alternate number if their call is an emergency.
Keep It Simple: Don’t be tempted to include too much information in your answering machine message. You want the opportunity to actually talk to your customer, especially if you are wanting to get a sale from them
Keep It Short and Sweet: Don’t make your message too long. No one wants to listen to a message that goes on and on. The longer your message is, the greater the temptation for your customer to hang up before it is done and not leave their information. The most effective answering machine examples last approximately 30 seconds.
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