Are You Using Your Voicemail Effectively?

Mortgage and Lending with Infinity Financial Group

Have you ever stopped to consider how many times a new prospect gets your voicemail before they have a chance to speak directly with you? Your voicemail greeting provides an excellent opportunity to create a first impression that can have an enormous impact on whether people decide to use your services. It can also be used as a dynamic marketing tool.

If the first time you called a CPA, Financial Planner, or Real Estate Agent, you heard a voicemail greeting that was energetic, educational and professional, wouldn't that set the proper tone for the rest of the relationship? Very few people take into consideration the full potential of the voicemail greeting!

Here are some suggestions for creative use of your voice message:

Leave your schedule for the day, including the time of day you can be expected to return calls.

Most people don't mind leaving a voicemail message if they know when you will be returning the call. This shows that you are very professional, organized, and busy in your daily practices. It makes it crystal clear that you've taken the time to structure your day.

Assess what would be important to a prospect that is calling you for the first time.

What would they want to know about you? What would they want to know about your profession? If you seek to teach in every interaction and form of communication that you have with people, you will be wildly successful regardless of what business you are in. If you are a Real Estate Agent, discuss the market trends in your local community over the past 30 to 60 days. If you are a CPA, share any new or potential changes in tax laws that might be hot topics in the news.

Use your voicemail greeting to promote philanthropic activities.

Announce activities you are involved in with your church, school district, clubs or other organizations. This creates a lasting impression that you are deeply rooted in the community.

Give people optional ways of communicating with you.

Provide your email address. Leave an alternative contact should they require immediate assistance, and be sure they know how to bypass the message and transfer to another extension within your system.

Comments (10)

Chris Griffith
Downing-Frye Realty, Bonita Springs, FL - Bonita Springs, FL
Bonita Springs Listing Agent

I have included.  "In the future, you may press one to bypass this message". 

I have removed the rediculous voice prompt that wastes everyone's time explaining "how to" leave a voice mail message.  I seriously don't think anyone needs coached through it at this point.  THe big phone compnaies leave those messages on to eat up your minutes.  Image, whether you are calling out or receiving how many minutes that have you waiting on the phone. You can go into your personal settings and TURN THAT OFF!  :)

May 06, 2007 11:47 PM
Minnesota Home Staging Firm, Minnesota
Minnesota Home Staging Network~ MN's Top Home Staging Firm - Inver Grove Heights, MN


Excellent points! We do make sure our voicemail sounds professonal and would love to update it daily, but we try to do it at least weekly telling our clients what dates will be out of the office etc.

Nice blog.

All the best,


May 06, 2007 11:58 PM
Greg Cremia
Shore Realty of the Outer Banks - Nags Head, NC
Don't make it too long or they will move on to the next number on their list.
May 07, 2007 12:19 AM
Susie Roscoe
Signature Realty Associates - Brandon, FL
Real Estate Specialist | Brandon, FL
John---LOVE THE VOICEMAIL THEME!!  Are you a member of By Referral Only?  That is one thing my coach has taught get "personal" with my clients as well as the potentials who call daily.  They get a piece of me, my day, and the options to leave messages and when to expect to hear back from me.  EXCELLENT!!  Susie in FL
May 07, 2007 12:30 AM
Diana Corcoran
Berkshire Hathaway Home Services Hudson Valley Properties - Rhinebeck, NY
Rhinebeck Real Estate
I never thought of leaving my email on my voice mail..great idea.  I also leave my website address on my voicemail so people can go directly there for additional info immediately and they can also leave an email there but the direct email address is a great idea..thanks from a new agent!
May 07, 2007 12:35 AM
Margaret Rome Baltimore 410-530-2400
HomeRome Realty 410-530-2400 - Pikesville, MD
Sell Your Home With Margaret Rome

John, good points about voice mail. The shorter the message the better.

Now do a post on how to leave an effective voice message. I have a list of suggestions if you are interested.

May 07, 2007 12:56 AM
Jerome Gentolia
Anyone knows a service where you can forward your calls and someone is on the other line to answer for you all the time. I mean a live person who acts like a secretary, taking your messages rather than a machine. I have heard of this service but couln't find one. Anyone knows?
May 07, 2007 01:03 AM
John Caylor
Infinity Financial Group - Post Falls, ID
Post Falls, ID Mortgages

How you doing Jerome?

You might try It might be what you're looking for.

Hope this helps!

May 07, 2007 01:14 AM
Keith Pate
Keller Williams Preferred Realty - Raleigh, NC


Great points! I also believe that calls should be returned within 45 minutes max, unless it is absolutely unavoidable to return a call by then.

May 07, 2007 01:40 AM
White Plains, NY


Great..thanks for the info. I am sure this will help!


May 07, 2007 01:54 AM

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