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How to Create Answer Machine Messages

Important Points

Answer machine messages should be clear and understandable. You should identify who you are with your company name and your full name, other ways your callers get help. You should also manage your callers’ expectation. Phases like as soon as possible (ASAP) may have different meaning with you and your caller – your caller may think ASAP¬† is less than ten minutes. It is always better to be precise.

 

Samples Messages

In Office

You have reached John Dole (pause) with XYZ Corporation. I am in the office this week. Please press 0 and ask other engineers be paged in office hours. Or you can leave me a message with nature of your call and your contact information. I will return your call within two hours. You can also try my cell phone at 123-456-7890 (pause). Again, cell phone number is 123-456-7890.

 

In/Out of Office

You have reached John Dole (pause) with XYZ Corporation. I am in office this week except Wednesday.  Press 0 and ask other engineers be paged in office hours. Or you can leave me a message with nature of your call and your contact information. I will return your call within two hours except Wednesday, which I will call you on Thursday. You can also try my cell phone at 123-456-7890 (pause). Again, cell number is 123-456-7890.

 

Out of Office

You have reached John Dole (pause) with XYZ Corporation. I am out of office this week. Press 0 and ask other engineers be paged in office hours. Or you can leave me a message with nature of your call and your contact information. I will return your call when I come back to the office. You can also try my cell at 123-456-7890 (pause). Again, cell number is 123-456-7890.

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