Profes­sionnal answering message

The answering machine message can be associated with a landline telephone installation (one or more extensions), but also with a cell phone or a fleet of cell phones. And none should be neglected! This message is the last message in the call scenario, the one playing when the company is not able to answer. This message is essential for

• Reducing the loss of contacts, prospects or customers
• Preventing the company and its contacts from breaking their bond
• Strengthening the company's brand image

Thanks to the expertise of our recording studio, Phone Design allows you to create tailor-made telephone greetings that strengthen your brand image and the connection with your customers.

A professional answering machine is an automatic voice system essential for a company's telephone reception. It informs callers of the absence or unavailability of the interlocutor. Operating during evenings, weekends, holidays and exceptional situations such as emergencies or public holidays, it ensures a continuous presence of the company.

The answering machine message provides crucial information about the company's available hours and clear instructions on what to do, such as the best time to call back or alternative contacts. This helps callers find the right solution for their request.

More than an informative tool, it is strategic in customer relationship management. It contributes to continuity of service and customer satisfaction, by providing a response tailored to each caller, even outside of working hours.


There are two types of professional answering machines. Each meets specific telephone communication needs.

• Recording answering machine : This allows callers to leave a voice message. It is ideal for businesses that want to collect feedback or requests from their customers.
• Simple or direct answering machine : It provides essential information like opening hours and contact alternatives, but does not allow the caller to leave a message. It is used for short and direct announcements.

Just like the others, this message is also dedicated to the life of the company: summer and winter holidays, technical problems, moving, number changes, alerts, opening hours, other contact channels...

Much more than a simple announcement to inform of unavailability, the professional answering machine can also be used as a marketing support.

Despite its brevity, this voice message is a communication space that you should not forget to use! It embodies the voice of the company when no one is able to respond, he maintains the bond with his customers in all circumstances. It allows you to inform customers about special events, promotions or schedule changes.

These messages can be suitable to various situations. Obviously, depending on the desired settings, the answering machine can also be recording, but not always! Many companies do not want to handle voice messages, here are some examples:

Inform about your holidays

Make yourselves heard on evenings and week-ends

Communicate in a unique way

Notify about special closings

Unavailable but not closed

Share your news

The content of a professional answering machine must be carefully crafted to communicate effectively. Synthetic and pragmatic, the text must display seemliness and conviviality: it is the voice of your customer in their absence! Here are the key elements include:

• First a polite phrase : A warm welcome with polite phrases such as «hello» creates a positive first impression.
• Confirmation of the correct number : A form of reassurance to confirm to the caller that they have reached the company they were hoping to call.
• Company name : Clearly mention of the company name to reinforce brand identification.
• The reason for unavailability : Inform the caller of the reason one cannot answer immediately, for example non-opening hours or exceptional closure.
• Hours of activity and contact alternatives : Provide information on opening hours and alternative means of contact (the website or an email address).
• Coherent music : Possibly include music related to the brand identity.
• A polite closing formula : End the message with phrases such as «thank you and see you soon» for professionalism touch.

Creating a professional answering machine requires special attention to ensure effective and professional communication. Here are some tips to achieve it:

• Short and specific : A clear and concise message, no longer than 30 seconds, is more effective and respects the caller's time.
• Adjust the message to the circumstances : It is wise to differentiate messages according to the times of day (lunch break, night, weekend) or special times (annual leave, public holidays).
• Ask the voice-over comedian for a suitable, professional and polite tone : It must reflect the professionalism of your company while being welcoming and respectful.
• Make sure of the sound quality of the recording : it must be of high quality, without disturbing background noise.
• Use short, structured sentences : Use short sentences with only one idea or information per sentence for better understanding.
• Offer communication alternatives : Give callers other ways to contact you or get information, such as a website or an email address.