How to Leave an Appropriate Phone Message
Before you pick up the phone, plan out what you're going to say., Check over your plan and make sure you've included your name, the name of the person you're calling for (if it's a shared line), the reason for calling, the time you called, what time...
Step-by-Step Guide
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Step 1: Before you pick up the phone
It may take a few minutes, but don't skip it.
You won't believe the difference it makes. -
Step 2: plan out what you're going to say.
Be friendly, polite, and succinct, and make sure you get right to the point. , If you don't like the way it sounds, you can always change it. , Make sure there isn't any background noise (turn off music, any loud appliances, etc.). , You can still follow the outline of your message if it helps. , Make sure you don't whisper, ramble, pause unnecessarily, or add words like uh, you know, um, like... you get it.
Don't scream, but speak loudly and clearly, and enunciate.
Remember the overall impression that you leave with your message.
Your tone can be very important, the reaction of who you called may vary depending on your tone of voice.
Such as:
If you sound sad, the person may not call you back or will call back being sympathetic or even prying to find what was wrong.
This can be annoying, especially if nothing was wrong.
Try to sound as normal as possible. , At the end of your message, consider adding something along the lines of "Hope to see you soon," or "Have a great day." -
Step 3: Check over your plan and make sure you've included your name
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Step 4: the name of the person you're calling for (if it's a shared line)
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Step 5: the reason for calling
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Step 6: the time you called
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Step 7: what time the receiver should call you back (not needed in some messages)
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Step 8: and your phone number (if you want them to call you back).
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Step 9: If it helps
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Step 10: say your message out loud before you make the call.
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Step 11: Pick up the phone
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Step 12: take a deep breath
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Step 13: and dial the number.
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Step 14: Be prepared for someone to pick up.
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Step 15: If you get the answering machine
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Step 16: wait for the beep
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Step 17: and then say your message.
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Step 18: Say a proper goodbye or have a good ending to your message.
Detailed Guide
It may take a few minutes, but don't skip it.
You won't believe the difference it makes.
Be friendly, polite, and succinct, and make sure you get right to the point. , If you don't like the way it sounds, you can always change it. , Make sure there isn't any background noise (turn off music, any loud appliances, etc.). , You can still follow the outline of your message if it helps. , Make sure you don't whisper, ramble, pause unnecessarily, or add words like uh, you know, um, like... you get it.
Don't scream, but speak loudly and clearly, and enunciate.
Remember the overall impression that you leave with your message.
Your tone can be very important, the reaction of who you called may vary depending on your tone of voice.
Such as:
If you sound sad, the person may not call you back or will call back being sympathetic or even prying to find what was wrong.
This can be annoying, especially if nothing was wrong.
Try to sound as normal as possible. , At the end of your message, consider adding something along the lines of "Hope to see you soon," or "Have a great day."
About the Author
Sophia Cox
A passionate writer with expertise in home improvement topics. Loves sharing practical knowledge.
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