While it is important that these greetings be welcoming, it is not necessary to go overboard with your welcome messages. It is important to keep in mind, that a voice message that you leave on your answering machine is the first level of communication with any person who is calling you up, whether for business or personal purposes.
A voicemail needs to be drafted in a manner that allows the caller to gather all the information that they can possibly need, like, the name of the person the caller is calling, where they are at that particular moment, when they will call back, and in case, the call is an emergency, where they can be contacted.
Proper voicemail etiquette dictates a few things that you need to keep in mind while drafting a message. You need to pause for a second or two before the greeting message starts.
If you are scripting voicemail greetings for your office, then you need to include the name of the organization you work for, the department that you are a part of, the extension number, and name of a person they can contact, in case you are not available for an extended period.
A business organization will generally have an operator, who will connect you to the person you are trying to contact. However, in several organizations, you will reach an automated message that will give you extension numbers that you need to press to be connected to whoever you want to talk to.
As a business organization, you will need to have separate messages for working and non-working hours. Properly drafted answering machine greetings are important for personal extension numbers at the office and for people who work from home. Some sample messages that you can use.
You have reached (name of company). Thank you for calling us. If you have the extension number of the person you want to contact, dial it now. Press 1 for (name of department). Press 2 for (name of department). Press 3 for the (name of department). Press 4 for the telephone directory of the company, or press 0 for the operator.
You have reached (name of company). Thank you for calling. We are currently not available to take your call. Our working time is (working hours), and we work from (workdays).
If you know the extension number of the person you want to contact, dial the number now. Press 1 for (name of department). Press 2 for (name of department). Press 3 for (name of department). Press 9 for the telephone directory of the company.
If this is an emergency, please enter (after hours support number) to be connected with the after-hours support personnel.
You have reached (name of person) of (name of company). I'm currently not available to receive your call. Please leave your name, and phone number, and I will call you back as soon as possible. Thank you for calling.
This is (name of person) of (name of company). It is not possible for me to currently receive your call. Please leave your name and phone number, and I will call you back as soon as possible. If this is an urgent call, then press 3 to page me. Thank you for calling.
You have reached (name of person). For this week, I will not be working from this office. If you need to reach me on an urgent basis, then call me on (number). If this is not an urgent call, then leave a message with your name and phone number, and I will call you back as soon as possible.
Hi, you have reached (name of person). I will not be at work today and will not be able to check my voicemail. In case you need any help, please contact (name of the contact person) at (phone extension). Thank you for calling.
If you run a business from home, then it may be a good idea to use one of the examples given in the section above. But in case not, then you could opt to have some funny voicemail greetings on your answering machine
Hello, you have reached (name). I am out right now. If you want me to call back, please leave a message with your name and number.
Hey...Hello!..Hello?... Oops, sorry but it looks like I am not here right now. Leave your name and number and I will call you back as soon as possible.
I am here but I am trying to avoid someone. So, leave your name and number, and if I do not call back, then it is probably you.
Hey, if you have been unable to reach for a while now, then log on to my Facebook profile, and sign my petition convincing my parents to buy me a cellular phone. Remember this is for your convenience.
This is ..well, you know who this is; so leave your you-know-what and you-know-when, and we will call you back.
There is no dearth of ideas that you can use to draft your voice messages. Just remember to stick to the tone that is required of you while drafting such messages.