Conseils et 10 scripts pour des messages professionnels sur la boîte vocale

Discover the best practices and ready-to-use examples for recording a business phone greeting by a professional voice artist. Often your voicemail message is the first point of contact with potential business clients, so it should be worth listening to.

Un message professionnel de boîte vocale fait partie de votre image de marque comme un partenaire commercial de confiance. Cela renforce votre crédibilité et encourage des clients potentiels à vous contacter même s'ils n'ont pas pu vous joindre du premier coup. Aujourd'hui, la boîte vocale est considérée comme fonction standard du système téléphonique d'entreprise, but it is so much more. That’s why extra thought should be put in if you plan a voice-over recording. How do you want your company to be perceived? What is the most important information for your prospects trying to contact you?

Comment pouvez-vous rendre le message de boîte vocale efficace pour qu'on vous rappelle ?

Here are some important rules to follow regarding your business voice-over recording.

Soyez bref, soyez concis

This is probably a golden rule when it comes to effective voicemail greetings. Try to make your message brief yet comprehensive. Consider which information is valuable for the callers so they either call back or leave a message with their contact details. The main purpose of the voicemail is for every call to be answered, even if no one is available. So think of your message as a tool to persuade the callers to contact you again (by phone, chat, or email) or to leave a number for you to contact them. Gather the vital information in a few words and make it sound professional.

Commencez votre message par le nom de votre entreprise 

This piece of information is crucial for any caller. If it‘s missing, you leave an impression of the chaotic and unprofessional organization. Even though your prospect or future partner did not manage to contact you on the first attempt, at least they should know the number is correct. If it is a big enterprise, it is recommended to include also the department’s name or even a person’s name (the one that usually answers this phone number).

Expliquez pourquoi vous n'êtes pas joignable en ce moment

Shortly state the reason why the callers have reached a voicemail service but not the person they are looking for:

• l'appel est en dehors de vos heures d'ouverture
• quelqu'un a essayé de vous joindre pendant la fin de semaine
• tous les agents d'appels sont occupés en ce moment
• c'est la période des vacances pour toute l'entreprise, etc.

Plus important, mentionnez quand vous êtes de nouveau joignable

This is probably the most important information for the callers (after the company’s name). You have to make it very clear to the listeners when they can get in touch with you. Not everyone feels comfortable leaving a voicemail message on a company’s voicemail service. That’s why say exactly during which hours and days your company/department/employee can be reached on this telephone number.

In case there is an emergency line or contact person, give in the details

Depending on your industry, you may have a person for emergency support issues – make sure his contact details are well communicated in the voice-over recording. If you will be missing for a long time, it is helpful to name a colleague with his contact information who can assist the caller.

Demandez à l'appelant de vous laisser un message et dites-lui quand il peut s'attendre à une réponse

Showing potential customers or partners that their call matters to you is always worth it. Asking them to leave a message so that you can return their call may reduce their initial disappointment. You give them an option to still contact you at your expense, which shows that every missed call is valuable for you. Do not forget to state in the voice-over message the window frame they should receive a callback from your company. That way, you set realistic expectations for the prospects to be contacted by you. 

Utiliser ou éviter des salutations formelles

It is up to you to decide – depending on your communication style, brand identity, and corporate culture. If you are used to a more informal way of interacting with your customers and partners, then a simple Hello or Thank you might be the right way to start or end your message.

On the other hand, if you are an old institution with many levels of hierarchy and follow a strictly formal manner of communication, expressions like Hello, Hi, Bye, Have a nice day, etc., will not be appropriate.

Choisissez un bon artiste à voix-off

Choose a voice-over artist who will record it in a professional studio to make your voicemail greeting sound solid and business-oriented. You can search for experienced voice-over artists who can add value to how your callers perceive your message, your brand, and your company. If you opt for recording it by yourself – choose a soundproof space and a decent microphone, and have the script practiced several times until the message sounds smooth, natural, and trustworthy.

Adaptez le langage et la tonalité pour cibler votre public spécifique

Remember that your voicemail message is the first personal connection for many potential clients and partners to your business/brand. So it would be best to establish the tone of the voice-over greeting to reflect your brand and company identity. Also, think about your target audience and adapt your communication style to its expectations. 

Le message peut être sérieux et avec un ton autoritaire ou plus amicale et informel. Le rythme de lecture du script peut être plus lent, moyen ou plutôt énergique (si vous ciblez un public plus jeune). L'énergie du message peut être plus excitante ou plutôt calme. Le ton, le contenu et le vocabulaire de l'enregistrement devraient représenter votre entreprise de manière à ce que les appelants rappellent ou laissent leur numéro de téléphone en attendant votre retour.

Donnez des instructions spécifiques

Keep it professional even if you are not available at the moment. To have a voice-over greeting as effective as possible, it has to be clear and easy to understand. Pay attention to the following details:

• comment épeler phonétiquement des mots/noms difficiles
• clarifiez, si le "www" doit être prononcé lorsque vous mentionnez un URL dans le message
• concernant les numéros de téléphone, expliquez EXACTEMENT la façon dont les nombres doivent être prononcés (333 peut être trois-trois-trois ou trois-trente-trois, etc.)
• essayez d'éviter des mots à sens multiples

10 scripts possibles pour vous aider à choisir le meilleur message pour votre entreprise

Quand le client vous appelle en dehors de vos heures d'ouverture ou quand tous les agents sont occupés

► Thank you for calling [your company’s name]. We cannot answer your call right now, as you have reached us outside our business hours. Please leave your name, contact details, and why you call. We shall contact you within the next 24 hours. Or you can always get in touch with us from Monday till Friday from [9 a.m to 6 p.m.]

► Hello, you have reached the [specific department’s name ] of [your company’s name]. Аll our colleagues are unavailable at the moment. Your call is important to us, so please leave your name, number, and reason for reaching out, and we’ll call you back as soon as possible. Have a nice day.

► Vous avez joint le bureau de [nom d'entreprise]. Nous sommes fermés au moment en raison de nos vacances d'été. Nous rouvrirons le [date] avec un horaire standard du lundi au vendredi de [heure] à [heure]. Nous nous réjouissons d'avoir de vos nouvelles après le [date].

► Welcome to [your company’s name]. We are available by phone from Monday to Friday, from [ 9 a.m till 6 p.m], [time zone]. You can visit our website – www.exаmple.com to leave a message on our live-chat board or through our contact form. If you want to be contacted by us, please leave a message after the signal.

► Thank you for calling [department’s name] at the [ your company’s name]. All our representatives are busy helping our clients and cannot answer your call right now. You can visit our website [www.example.com] and write us an email at [example@example.com] or press [number] to leave us a voice message with your contact details. We’ll get back to you by the end of the business day.

Lorsque vous dirigez l'appelant vers votre ligne d'urgence 

► Hello and welcome to [your company’s name]. Our office is closed from [date] till [date] due to [public holidays]. For emergency issues, please call [telephone number] or email us at [email address]. We will get in touch with you immediately. Our company will reopen on [date], and we’ll be available by phone from [9 a.m till 6 p.m]. Looking forward to hearing from you.

► You have reached [your company name]. We are available again after [1 p.m]. You can contact us anytime via email at [email address] or leave a voice message with your contact information when you press [number]. Within the next 24 hours, a team member from [your company’s name] will get in touch with you.

Quand un prospect essaye de joindre une personne ou un département spécifique

► Thank you for calling [your name] at [your company’s name]. I am out of the office from [date] till [date]. My colleague [name] can assist you with your query. You can reach him at [telephone number]. If you leave a message with your contact details and reason for calling, I will be able to return your call after [date].

► C'est le [nom du siège ou du département] de [nom d'entreprise]. Nous sommes à votre disposition du lundi au vendredi de [heure] à [heure]. Nous apprécions votre appel et nous serions ravis de prendre contact avec vous. S'il vous plaît, appuyez [numéro] pour laisser un message avec votre nom, votre numéro de téléphone et la raison de votre appel. Dans les 24 heures qui suivent, un représentant de notre société vous contactera. Cordialement, l'équipe de [nom de l'entreprise].

► Thank you for reaching out to [your company’s name]. Everyone on [department’s name] is busy right now, but we would like to return your call as soon as possible. You can visit our website at [www.website.com] to find relevant information. Or leave a message after the signal with your contact details to get a return call from our team.

Un système de messagerie vocale donne à l'entreprise un outil précieux pour se démarquer.

With its help, you can make a piece of objective information sound personal. This will help your business provide excellent client service, connecting with your callers even if you cannot speak with them directly.

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