Intro to Business Communication: Business Correspondence - Professional Voice, Mail and FollowUp Messages

What This Is

Professional voice mail and follow-up messages are crucial communication tools in the workplace. They help establish a professional image, convey important information, and build relationships with colleagues, clients, and customers. For instance, a poorly recorded voice mail can give the wrong impression and lead to missed opportunities, while a well-crafted follow-up message can turn a potential lead into a sale.

Key Principles & Techniques

• Clear and Concise Message: Deliver your message in 30 seconds or less, focusing on the essential information. Example: "Hi, I'm calling about the Smith project. Can you please return my call by the end of the day?"
• Professional Tone: Use a friendly yet professional tone, avoiding jargon and slang. Example: "Hello, I'm calling from XYZ Corporation. How can I assist you today?"
• Leave a Callback Number: Always leave a callback number, including your extension or direct line. Example: "You can reach me at 555-1234, extension 101."
• Use a Standard Greeting: Use a standard greeting, such as "Hello, this is [Your Name]." Example: "Hello, this is John Doe."
• Be Prepared: Prepare a script or key points to cover in your voice mail or follow-up message. Example: "I'm calling to follow up on the Johnson account. Can you please confirm the meeting time?"
• Use a Professional Background: Use a professional background noise or music to create a positive atmosphere. Example: "I'm calling from a quiet office, please bear with me."
• Proofread: Proofread your voice mail or follow-up message for spelling and grammar errors. Example: "I'm calling to confirm the meeting time for the Smith project on Friday at 2 PM."
• Be Clear About Your Intent: Clearly state your intent, whether it's to schedule a meeting or follow up on a previous conversation. Example: "I'm calling to schedule a meeting to discuss the Johnson account."
• Use a Friendly Closing: Use a friendly closing, such as "Thank you" or "Have a great day." Example: "Thank you for your time, I look forward to hearing from you."
• Follow Up: Follow up with a phone call or email to confirm receipt of your message and to answer any questions. Example: "I sent you an email with the meeting details, please let me know if you have any questions."

Do's and Don'ts

• DO: Use a clear and concise message, focusing on the essential information.
• DON'T: Use jargon or slang in your voice mail or follow-up message.
• DO: Leave a callback number, including your extension or direct line.
• DON'T: Assume the recipient will remember your message or callback number.
• DO: Use a professional tone and background noise.
• DON'T: Use a background noise that is too loud or distracting.

Common Mistakes

• Mistake: Failing to leave a callback number or extension.
• Correction: Always leave a callback number, including your extension or direct line, to ensure the recipient can easily contact you.
• Mistake: Using a tone that is too casual or unprofessional.
• Correction: Use a friendly yet professional tone to create a positive atmosphere.
• Mistake: Failing to proofread for spelling and grammar errors.
• Correction: Proofread your voice mail or follow-up message to ensure accuracy and professionalism.

Quick Practice

Scenario 1: You need to follow up on a meeting with a potential client. Write a voice mail message that includes the meeting details and a callback number.

Answer: "Hi, I'm calling to follow up on our meeting last week. We discussed the Johnson account and I wanted to confirm the meeting time for this week. Can you please return my call by the end of the day? You can reach me at 555-1234, extension 101. Thank you!"

Explanation: This message is clear and concise, focusing on the essential information, and includes a callback number and extension.

Scenario 2: You need to leave a voice mail message for a colleague who is not available. Write a message that includes a brief introduction and a callback number.

Answer: "Hello, this is John Doe. I'm calling to follow up on the Smith project. Can you please return my call by the end of the day? You can reach me at 555-1234, extension 101. Thank you!"

Explanation: This message is clear and concise, focusing on the essential information, and includes a callback number and extension.

Scenario 3: You need to write a follow-up email to a potential client. Write an email that includes a brief introduction and a callback number.

Answer: "Hi, I'm following up on our meeting last week. We discussed the Johnson account and I wanted to confirm the meeting time for this week. Can you please return my call by the end of the day? You can reach me at 555-1234, extension 101. Thank you!"

Explanation: This email is clear and concise, focusing on the essential information, and includes a callback number and extension.

Last-Minute Cram Sheet

• Clear and Concise Message: Deliver your message in 30 seconds or less.
• Professional Tone: Use a friendly yet professional tone.
• Leave a Callback Number: Always leave a callback number, including your extension or direct line.
• Use a Standard Greeting: Use a standard greeting, such as "Hello, this is [Your Name]."
• Be Prepared: Prepare a script or key points to cover in your voice mail or follow-up message.
• Proofread: Proofread your voice mail or follow-up message for spelling and grammar errors.
• Be Clear About Your Intent: Clearly state your intent, whether it's to schedule a meeting or follow up on a previous conversation.
• Use a Friendly Closing: Use a friendly closing, such as "Thank you" or "Have a great day."
• Follow Up: Follow up with a phone call or email to confirm receipt of your message and to answer any questions.
• BCC is not a secret weapon – overuse damages trust.