Category: Quick Guide | Everyday Skills

⚡ Leaving & Understanding Voicemail Messages

Sometimes the person you call will not answer.

Sometimes someone will leave a voicemail for you, and you will need to figure out what they want you to do next.

You do not need to make voicemail complicated.

Leave the important information when you call, and listen for the important information when someone calls you.

1. If You Reach Voicemail, Listen First

Do not immediately hang up.

Listen to the greeting.

It may tell you:

Whether you reached the correct person
Office hours
Another number to call
What information to leave
What to do for an urgent problem

Then decide whether you need to leave a message.

2. Know What to Say

A basic voicemail usually needs four things:

3. Use This Simple Voicemail Script

“Hi, this is [your name]. I’m calling about [reason]. Please call me back at [phone number]. Again, this is [name], and my number is [phone number]. Thank you.”

That is usually enough.

4. Speak Slowly and Clearly

Especially when saying your:

Name
Phone number
Order or reference number

Slow down.

There is no prize for completing a voicemail in nine seconds.

5. Keep the Message Short

You usually do not need to explain the entire situation in the voicemail.

Instead of leaving a five-minute story, say:

“I’m calling with a question about my appointment tomorrow. Please call me back at…”

Save the details for the conversation.

6. Be Careful With Private Information

A voicemail may be heard by someone other than the person you intended to reach.

Avoid leaving sensitive information unless you know it is appropriate.

Do not leave:

Passwords
PINs
Verification codes
Full payment-card information

When in doubt, leave your name, callback number, and a general reason for calling.

7. When Someone Leaves You a Voicemail

Listen for:

□ Who called
□ Where they are calling from
□ Why they called
□ Phone number
□ Whether you need to call back
□ Any deadline or appointment information

Write down anything important.

8. Listen Again if You Need To

You do not have to understand everything the first time.

Replay the message.

Pay particular attention to:

Names
Numbers
Dates
Times
Instructions

If something is still unclear, you can ask when you return the call.

9. Decide Whether You Need to Call Back

A voicemail may:

Ask you to return the call
Give you information only
Confirm an appointment
Ask you to complete something
Tell you when someone will call again

Figure out what action, if any, you need to take.

10. Before Returning an Important Call

Have ready:

□ Voicemail information
□ Pen and paper or notes app
□ Appointment or account information
□ Questions you need to ask

Then call back.

You can say:

“Hi, this is [name]. I received a voicemail from [person] about [reason], and I’m returning the call.”

📱 GOT A VOICEMAIL? START HERE

□ Listen to the entire message

□ Write down who called

□ Write down the callback number

□ Note why they called

□ Write down dates, times, or deadlines

□ Replay the message if needed

□ Decide what you need to do next

□ Return the call if requested

🎙️ NEED TO LEAVE A VOICEMAIL?

Use:

“Hi, this is [name]. I’m calling about [reason]. Please call me back at [number]. Again, this is [name], and my number is [number]. Thank you.”

Before hanging up, make sure you included:

NAME · REASON · NUMBER

A good voicemail does not need to sound polished or impressive. Make it easy for the other person to understand who called, why you called, and how to reach you. When you receive a voicemail, focus on the same things: who called, why, and what you need to do next.