Here is an example we put together for you: Voicemail template

The prompts we suggest are just an example. They generally consist of:

1) The MAIN DAY greeting, as it’s used during the day, when someone at your place of business can pick up the phone. It’s a typical greeting with menu options, so callers can find the right department or staff they are looking for.

2) Closed office message, with business hours and menu options. We call it the MAIN NIGHT; people have an option to leave a general voicemail, or to leave a voicemail in other departments, and they are made aware of business hours.

3) The HOLIDAY greeting, similar to the one above.

4) The EMERGENCY greeting, for those issues you just can’t foresee happening, like power outages. In this case, you are informing your callers that you haven’t disappeared but that you are unable to help them and that you’ll be back in business as soon as possible.

5) The DIRECTORY. This is where people can find your staff.

6) The GENERAL VOICEMAIL box, where voicemail messages that aren’t meant to be routed to people in your directory menu can be left.

7) Your ADDRESS and online information, so people can find you.

Of course, you may need many more messages than this, but if you’re  a small company, you’ll be covered with all this.

Also we recommend using department names as opposed to staff names for your directory. This saves you money when you have staff turnover as you won’t have to redo entire sections of your voicemail system.

Medium and larger-sized businesses likely have phone systems that let you directly upload the greeting into it. If you’re a small business: in a quiet room, get into your voicemail menu on your phone, as you would if you were going to record the message yourself. Then play the voicemail message your receive from us, from your computer speakers, into the phone. Save it. It’s as simple as that!

Files needed are generally .mp3’s or .wav’s, but other systems require .pcm, .raw, CCIT u-law, or GSM files, with specifications like mono, 8 bit & 8000 kHz. But whatever your system requires is absolutely fine; we service all types of telephone systems. Just let us know what your phone system needs.

You sure can. We’ll record what you need to make you sound like a pro no matter where people call you.

In a quiet room, get into your voicemail menu on your cell phone, as you would if you were going to record the message yourself. Then play the voicemail message your receive from us, from your computer speakers, into the cell phone. Save it. It’s as simple as that!

Turnaround is generally quick, it can be the same day or the next day. It often depends on the size of your voicemail system and orders cueing through that day.