Become a Top Wedding Planner: 10 Steps to Create Your Professional Voicemail Greeting

As a new wedding planner, there will be many times when you are out of your office and unable to answer your phone. So make sure your voicemail greeting sounds professional, as this could be the first time a potential customer has heard your voice.

Here are 10 steps to record a professional message:

1. Write what you want to say before recording

This will make it easier for you to remember what to say and help you eliminate non-words like “umm” and “ahh.”
2. Make sure it’s silent when recording

The caller should not hear lawnmowers running, dogs barking, children playing, the tones your computer makes when it starts up (I included this because I’ve heard it more than once), or call waiting beeps. Also make sure the connection is clear, with no static or noise, when you call your voice mail to record the message.

3. Speak clearly and professionally and smile

Smiling will help you sound friendly, like someone who would be great to do business with.

4. Tell them who they have contacted

State your name and company name.

5. Let them know you want to talk to them

Tell them you’d be happy to call them when you get back.

6. Get the information you need to call back

Ask them to leave their name and phone number, a message, and the best time to call.

7. Tell them where they can get more information about you

Suggest that they visit your website or blog to learn more about your services or for tips on wedding planning, if you offer it on your site.

8. Keep it short

Don’t go into too much detail or they’ll hang up before leaving a message.

9. Let them know you appreciate their call

Thank them for calling you. If you normally return calls within one business day, and you must, you can tell them. However, if you can’t always do this, don’t make that promise.

10. Preview your message before saving it

Remember that you can and should re-record it if it doesn’t sound right.

Here is an example of a greeting:

“Hi, you’ve reached Jane Doe at Perfect Weddings by Jane. I’d be happy to call you back as soon as I can, so please leave your name, call back number and a detailed message with the best time to contact you. For more information on how to have a perfect wedding, please visit my blog at PerfectWeddingsByJane.com, where I share tips for making your wedding special. Thanks for calling and have a great day.”