With this technology communication era we exist often our first impression and interfacing with a potential client is through our voicemail message and e-mail responses.  More than ever it is paramount to have good e-mail etiquette manners and thoughtful voicemail message.

Voicemail - thoughts to consider:

•  Content of your greeting.  What do you wish to say?  Map out key points or even write up the message.  Make sure it is concise, professionally worded.  If you have a short fuse time for someone to leave a message you may say leave a short message to tip them off.  Nothing more irritating than to leave a message to have to re-record because you get quickly cut off.

•  Recording your greeting - make sure you are located in an area that no noise will be heard in the background (people talking, phone ringing, dogs barking, etc)

•  Voice - speak clear and in a normal tone with some energy.  You do not want to sound like you are reading anything or mono tone.  People want to work with an agent who has energy.  This is not a race to see how quick you can speak.  If you are a fast talker, tempo the speed down a tad so that the caller can catch your content of the message.  As I tell people, I have Southern ears so speak slowly.

•  Listen to your message - are you happy with it?  If not re-record until satisfied. 

My voicemail message is - Thank you for calling Connie Goodrich with Keller Williams Realty.  Please leave a detailed message and I will get back with you as quick as I can.  I appreciate your patience and look forward to visiting.  Thank you for calling. Note - I did not say I would call them back in 5 minutes or a time frame.  If you do then you darn sure better meet that expectation.  I do call back promptly but if I am tied up in a meeting, etc. it will be a short time before a break. 

Your e-mail correspondence:

•  Your e-mail is just like a handshake - judged on how it is delivered.  You are judged by the content and professionalism.

•  When corresponding with clients or other professionals - treat them with professional courtesy of a business communication.  Do not get too cute with LOL or other informal dialog until a relationship is established.  That way you can better temper future e-mails to mirror the image you need.  It may be that fun communication will be for the future.  Do not assume until you know.

•  Make sure your e-mail utilizes proper grammar, spelling and punctuation.  This will lay the ground work that you are an educated professional.  Use word check and be sure to mix up similar words to not be repetitive.  Example - It was so great to hear from you.  It will be great to visit and great to find that special home.  GREAT - you need to read what you write and be thoughtful in content or you will begin to grate on them before you even meet.

•·     Avoid long messages - be concise.  Remember we are in an age of speed and immediacy.  Information now, quick and move on.

•  Subject Line on the e-mail - state the purpose.  This will grab the reader's attention quick rather than put it off for later or delete.

•  Select your words wisely - the reader cannot see your body language or facial expression.  Make sure the right written tone is being utilized.  Some messages are better delivered in person or by telephone if the topic is a sensitive one.  Read over you message and if you feel it is harsh or written with anger you may just want to delete and cool off.  Once you send unless you have a delay send implemented on your system that is it.  No take backs.  You may wish to save as a draft and think about it and step away for awhile.

•  Do not forward someone's message without permission.  Think twice before you Reply to All.  You may be passing on a confidential message or communication. 

•  When you do forward a message make sure you read through the body of what you send.  I once received a forwarded e-mail from a Realtor.  I read my intended message but scrolled down to a communication between her and the client.  I found out that they had put in two offers on homes at the same time.  The agent just gave me huge fuel to share with my client as we had a multiple offer working on the property.  As you would say ... her bad!

First impressions and professional communication will set the right tone from the start of a respectful and GREAT relationship.