How many times have you dialed a potential client’s number, heard his or her voice mail and promptly hung up?  Leaving a recorded message is very intimidating not only to  non-native  but also to native English speakers. Therefore, it is important that before you make a phone call,  you have a written script or outline ready.  You never know if you’ll be connected to the person you’re calling or to his or her voice mail.  Moreover, you need to pay attention to your voice mail greeting message; it needs to be clear and professional.  For someone calling you for the first time, this message is his or her first impression of you and your firm, and as we all know, we only get one chance to make a good first impression.  Thus, use this communication technology with care, or you will unwittingly leave a bad impression.

• When you record a greeting for your voice mail system, remember that you are at work and not at home. You want to leave a greeting that would be understood by most business callers. Here’s an example:

“This is Henry Johnson in the Accounts Payable Department at ……………….. Please leave me a message, and I’ll return your call as soon as possible.   Thank you.”

• Leaving a clear and concise message is possible if you prepare what you want to say in advance. Therefore, when you call someone, always be prepared to leave a voice mail message if he or she is not there.

• Speak slowly and distinctly.
• Leave your name and telephone number. Your voice may not be recognizable to the recipient, and your call cannot be returned if your telephone number is unclear.
• Indicate why you are calling.
• Leave a short message that is direct and to the point.
• Keep your message friendly, but don’t forget professionalism
• Indicate when you will be in the office to receive the return telephone call.

•   Use voice mail as a way of informing a person that other communications are waiting or coming, since voice mail users frequently check voice mail more often than e-mail or the fax machine.

Remember, when you get a message on your voice mail system, return it the same day, if possible, or the next morning.

The following site can help you further your study of telephone communication:

 http://esl.about.com/od/businessspeakingskills/a/t_message.htm