The thirty-second message
Decide before you dial what you will say to a machine, because most rambling messages come from callers who expected a person.
- Give your full name and, for someone who may not place you, how you are connected.
- State the reason in one specific sentence, so that the other person can prepare: "I am calling about the invoice dated May 3, which shows a charge I do not recognize."
- Say what you would like to happen and when you can be reached.
- Give your number at writing speed, in groups of three, three and four digits, and then repeat it.
"It is me, call me back" gives no reason and breeds dread. An angry message is worse, since it is a recording that can be saved and forwarded. Leave medical and financial details out, because you do not know who else will listen.
Voicemail or text
Among friends the voicemail is nearly extinct, and many people never listen to theirs. A text that says "Tried you about Saturday, no rush, call when you are free" does the job better. Leave a proper voicemail for offices, landlords, clinics, government agencies and older relatives, because many offices work through their messages in order and a message puts you in the line. Do not call three times without leaving a message, which reads on the other person's screen as an emergency.
Returning calls
Return a call within one business day, and on the same day when it concerns a job. Listen to the message first, so that you do not make the caller repeat it. Open with the context: "This is Dana Reyes, returning your call about the apartment on Oak Street." If you do not yet have the answer, call anyway and say when you will. After two rounds of telephone tag, offer specific windows, such as "I am free tomorrow between two and four," or move the matter to email.
Your own mailbox
Set up your voicemail and keep it from filling, because a recruiter who hears that the mailbox is full moves to the next name on the list. Record a greeting of about ten seconds that includes your name. Check your messages daily whenever you are waiting to hear about a job, an apartment or a test result.
Tip Many voicemail systems let you review and rerecord a message before it is sent, usually by pressing the pound key. If you hear the option after a fumbled message, take it.
