If you’re a startup or are scaling up, the right voice can positively change your callers’ perspective. This is an essential guide on how to record the best business voicemail for your work number.

Why your business voicemail greeting matters

Your voicemail greeting can be the first impression on your clients. Never thought about it that way? Well, you’re not alone. For a while, I didn’t either. Most of us don’t realize a simple voicemail greeting affects how a client views you and your business.

A great voicemail greeting lets your client know you’re dependable, capable and confident. An unprofessional voicemail, which many of us have been guilty of, can do the opposite. If you sound unsure then current clients, prospects and potential connections won’t be so sure about you either.

Take your current voicemail greeting for example. Ask yourself these questions:

  • When was the last time you listened to your voicemail?
  • Did you practice it a few times before recording it or did you say it all in one go?
  • What tone did you set with the listener?
  • Were you smiling when you recorded it? I promise it makes a difference!

If you started your company more than a year ago, it’s likely that you’ve made many changes to your business. It’s time for your voicemail to follow suit.

Need some examples to get you started? We’ve prepared “21 Professional Voicemail Greeting Examples” just for you.

Using your voicemail greeting as a marketing tool

Voicemail greetings can be a simple a marketing tool. How? Newsflash, it’s not your product that sells – it’s you!

That’s right, you can have the best product or service in the world, but if your potential clients don’t have a great impression of you and your company, you likely won’t catch them using your product.

It works as a simple marketing campaign. If you have a new product, updates or offers, you can quickly state them to your caller via your voicemail greeting. It’s a non-intrusive way of reaching your audience. After all, according to Jill Conwrath, 97% of all business calls go to voicemail now.

This way, even if the caller does not reach you or your team directly, they still have an idea about what’s going on with your business. It may even answer the question they were looking for – talk about efficiency!

Marketing isn’t only for your product, use your voicemail to market yourself.

It’s also critical to note that each voicemail needs to convey the same tone across the board. This displays consistency within your business. Speaking of consistency, that leads to our next tip – is it better to do it yourself or hire professionals?

DIY or Voice Actor?

As your company grows, you’ll likely need to update your voicemail greeting to match. You may want to record it yourself or have a professional voice actor instead.

DIY projects can be a fun way to try something new and even learn new skills. A DIY voicemail can offer the same ease and a personalized solution.

Working directly in a studio with an audio engineer affects the audio quality and makes a smoother, hands-on experience.

From my own knowledge, the engineer hears things you may not think are important such as throat clearing, static and many more that a non-professional ear may miss!

Pros and cons of DIY vs. Professional

If you’re a small business, we recommend doing it yourself. Keep in mind if this is for your individual phone number and callers work with you directly, recording the message yourself is ideal. Your callers expect to get in touch with you so hearing another person’s voice may be confusing. Keeping it personal is your best bet.

Recording the message yourself doesn’t mean it can’t be done professionally. You can still get studio time with an experienced audio engineer and have the recording be of yourself.

Studio time can cost $60-$100 per hour, which may or may not come with an engineer. If you need to hire one, their rates are usually $100-$300 an hour. Mind you, their feedback, professional experience and ability to edit the work simultaneously can prove to be well worth the extra expense.

If this is the main business number where callers can speak with one of your team members, consider working with a voiceover professional.

Yes, a professional recording with a voice actor is an extra expense that a small business might not have the budget for. However, the results are almost always exponentially better.

Depending on where you look for a voice actor, you’re at least looking to spend $100-$400 on average for a full session. In my experience, the average professional studio session from start to finish will take approximately 2 hours, depending on how many scripts you have to record and how prepared you are.

For example, looking at Fiverr for a voice actor would likely be a lot more affordable than looking at a formal voice acting agency. This is due to the competitive rates and how fast the work gets turned over with a freelance platform artist compared to a third-party contracted artist.

How to record the greeting yourself

If you’re ready to record your voicemail on your own. Here are 5 things to keep in mind. If you’ve decided to outsource your recording to an artist, feel free to skip this part and go to “Where to Find Professional Voice Recording Services” to find where you can look to hire a professional.

1. Practice your voicemail greeting

Ensure to articulate, annunciate and speak slowly and clearly. Don’t wing it. What’s more annoying than being unprepared? Doing business with someone who isn’t – don’t be that person.

Practicing your spiel and speaking with authority lets your caller know how confident, qualified and ready you are. The goal is to sound like you’ve been doing this for years, not a few minutes.

2. Be personable

Whether it’s your business, personal or support voicemail, being personable is the key to having your caller look forward to receiving your callback. This means using different intonations in your voice to convey enthusiasm.

A monotone voice can be a turn off for a caller. You want your caller to feel like they missed out on speaking with you when listening to your voicemail, not like the dodged a bullet.

3. Be positive

Being positive in your scripting is necessary. Take it a step further by simply just smiling while you record your voicemail. Try it! Choose a script from the options above and record yourself saying it with a smile and one without a smile – you will hear the drastic difference in your voice.

Which person would you rather get a call back from? The one who smiles or the ones who don’t?

Check out the following samples: One voicemail was recording while I was smiling, the other when I kept a neutral facial expression. Can you tell the difference? I bet you can!

Version 1: I am smiling during this recording, can you tell?
Version 2: I have a neutral expression during this recording. Makes a pretty big difference right?

4. Keep it short

Nobody wants to listen to a long-winded voicemail. Does it mean a conversation with you will also be long-winded? Hopefully not, but that’s the impression you’re sending. Keep it short, simple and concise. A greeting should pique a client’s interest, leave them wanting more and looking forward to hearing back from you.

One of the most important things is to make sure to state your company name so your caller knows they called the right number.

5. Ask for details

Nobody wants to play “phone tag”. Skip the back and forth by recommending your caller to leave not only their name and number but the best day and time to reach them. This might sound obvious but it’s the little things are also valuable for yours and your callers’ time.

Record your voicemail greeting on the OpenPhone phone number App

Ready to record your business voicemail for your OpenPhone number? You can find detailed instructions here. Already recorded it? Well, if you’re using OpenPhone and made the recording in the app, you’re all set. Just select it and that’s it!

If you have an audio file of your recording, send it to [email protected] and we’ll upload it for you 💪

Where to find professional voice recording services

If you’re ready to go the professional direction – congratulations! Here are some websites you can use to hire your own professional.

Many of these sites offer to write your greeting to you, or you can write your own. You can even collaborate with a professional to create the perfect voicemail. Whatever you decide, there are many options to suit your needs.

1. Fiverr

Fiverr is a popular freelance service anyone can use to get professional services – in this case, personalized voicemail greetings!

On Fiverr, you first check out the freelancer’s work samples so you can get a gist of their work and if it suits your company.

We’ve used Fiverr before and based on how quickly we got the work and how affordable it was, we would recommend the service. Keep in mind, it’s not as hands-on because you’re not with the artist or the engineer in the studio giving direct feedback. Due to this, you could end up with a project that’s not 100% what you had in mind.

From our experience, it took over 36 hours of work between submitting the script and getting the final result. The cost was $115 for the final project. If 36 hours is too long, you could also pay a little extra to get it done within 24 hours depending on how time-sensitive your project is.

You can also see feedback and reviews from buyers like you so you’re not going in with a blind eye. After browsing around, choose the package that best fits your needs. Lastly, you can contact the freelancer with any questions to make sure they are aligned with your expectations.

It’s that easy!

2. On Air Recordings

OnAir recordings have been providing recording services since 1992. Their service is pretty simple and straight forward: You choose the voice actor that you like and upload the voicemail script you’ve chosen. They record your project and then you download it. Need guidance on your script, tone and structure? They have services for that too.

I’ve contacted one of the producers of the OnAir team, Bruce. He advised that you order professional voicemail greetings through the site and describe the tone or voice direction that you prefer for the greeting. They also offer other helpful notes like word pronunciations, etc. You can have a look here if you like.

Furthermore, according to Bruce, providing guidance on greetings means that “any greetings they work on we will always ensure the script follows standard phone practices and the tone and structure fit the needs of the company.“

3. Voices

Voices.com connects you with over 200,000 voice talents. The talent will send you an audition and an estimated quote to complete the work. Then you listen to the auditions and select your preferred talent and begin work on the job.

As an added bonus, posting a job on Voices.com is always free. They also have a VoiceMatch™ algorithm to match your job to only the most qualified voice talent.

Need your voicemail recording as soon as possible? Depending on the complexity of your job you can receive your final audio files in as little as a day! Post a job and take a look at more details here.


Whatever method you choose, it’s important to be prepared and informed. If you’re ready to record your own voicemail greeting or have a few ready to upload, that’s great! You can do that with OpenPhone – a business phone app for startups, small businesses and individuals.

The OpenPhone app allows you to upload as many voicemail recordings as you need for you and your team, always making it easy to change and update.

Congrats, now you’re the expert on recording the perfect professional business voicemail greeting. Be sure to share with your colleagues the importance of their voicemail greeting – you never know who’s calling!

Author

Customer Service and Operations at OpenPhone. Founder of SOUL House artist showcase in the GTA. Art is life!

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