Voicemail in English - Everything You Need to Know

56,778 views ・ 2018-04-04

Speak Confident English


Please double-click on the English subtitles below to play the video.

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Hi I'm Anne Marie with Speak Confident English and welcome to this week's
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Confident English lesson. Recently one of my students asked a fantastic question
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and I thought that you might have the same question in English. Here was her
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question, "Recently I've been wondering how to leave a really good voice message
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or even how to set up my own voicemail when I can't pick up my phone." That is a
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fantastic question because definitely communicating on the telephone is always
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a challenge and voicemails - particularly in business - are an important part of our
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daily life. Now before I go any further I do want to say it was awesome that she
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used the phrasal verb *to pick up* the phone.
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As you know, native English speakers love phrasal verbs and we use them all the
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time. *To pick up* the phone is a common phrasal verb that means to answer the
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telephone. In her question, we could also say "...when I *can't get to* the phone." That
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is another common way to say that we're unable to answer or check our telephone.
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But now let's get to the focus of today's question: how can you
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successfully leave a telephone message for someone else and how to set up a
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voice message in English on your phone. In today's Confident English lesson
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we're going to talk about three things: number one the basic rules about leaving
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voice messages, number two what you should and shouldn't say when you leave
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a voice message for someone else and I'll give you some examples, and finally
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how to set up a voice message on your phone so
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that when you can't get to it, when you can't pick it up,
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someone can leave a message for you. Let's start with the basic rules of
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voice messages and this is a great opportunity to use one of my favorite
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acronyms and principles in life. This is the KISS principle - keep it short and
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simple. Yes, with voice messages keep it short and simple! Let's be honest for a
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moment. Have you ever received a telephone call and you looked at your
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phone to see who was calling and you thought 'oh I just don't have time right
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now. I can't talk to this person it always takes such a long time' so you
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don't answer it, you just put it down and you let the call go to voicemail. I've
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definitely done that and you probably have too because the truth is sometimes
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we just don't have time. Our lives are busy and we just want to know the
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important information, make a quick decision, and go on with the rest of our
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day. And we certainly don't want a five-minute voicemail where we have to
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listen to someone go on and on and share way too many details. We just want it
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short and simple. And here are a few ways to help you do that.
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Number one - prepare in advance. If you're nervous about leaving a voice message or
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you're not sure what you want to say, take some time to prepare in advance. You
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can write down some notes, some key words, practice saying it out loud to make sure
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that you are able to communicate clearly, keep it short, and focus on the most
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important details. Now when I say keep it short, in English-speaking culture we
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like voicemails to be twenty seconds or less! Twenty seconds or less. That's not a
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lot of time so you have to think very carefully about what you need
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to say in that voice message and again preparation will always help you do that.
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The second thing you can do to help you keep it short and simple
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is to speak clearly and speak slowly. If you want someone to return your phone
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call, they need to understand what you want or what you need. And this is
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another reason why practicing in advance can be really helpful, it will help you
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make sure that your pronunciation is clear and that you speak a little bit
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more slowly. You want to give the listener a little bit of time to think
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about what you're saying, to take notes about the details. If you need to share
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your phone number in the voicemail, you want to do that slowly so that the
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listener has time to write down that information. Now there's just one more
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rule for leaving voice messages and this one is especially true in business -
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always be kind and polite. Use kind and polite language and I'll definitely
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share some examples with you in the rest of our lesson today. Now let's look
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specifically at the information you need to include when you are leaving a
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voicemail for someone else. Number one of course your name. Unless
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you're calling your best friend or your mom, always include your name. If it is a
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personal phone call and more casual you could only use your first name but if
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it's for business purposes, I do recommend using your first and last name.
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Now the second detail is optional, this is specifically for business phone calls.
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You should include your company name or the department where you work, for
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example if you are calling another company to get information, to ask a
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question, or to clarify something, you want to include your name and the
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company where you work. If you work for a really large business and there are
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multiple departments and hundreds of people who work there, it's possible that
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you will call someone else within the company. Maybe you work in marketing and
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you need to talk to someone in the accounting department. When you do that
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you should definitely include your name and which department you're in. Here are
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a couple of examples: if I am calling another company I might say this in my
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voice message, "Hi Lynn, this is Anne Marie Fowler with Speak Confident English" or
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if I'm calling someone else within the business I might say, "Hi Lynn this is Anne
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Marie in accounting" or "this is Anne Marie in the accounting department."
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Now the third detail that you need to include for personal and business
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voicemails is the reason you are calling and this is one of the most important
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details because they need to know what you want, why should they call you back.
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Now don't forget we have to use that KISS principle - keep it short and simple.
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You might be calling with five questions or maybe there are several things you
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need to talk about, you want to try to summarize it into one or two very short
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clear sentences to state why you're calling. Again here are a couple of
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examples, "Hi Lynn, this is Anne Marie with Speak Confident English. I'm calling to
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follow up on our discussion at the conference last week" or another example
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"Hi Sue, it's Anne Marie in accounting. I'm calling to discuss the paperwork you
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submitted for reimbursement yesterday." In both of those I've used just one
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sentence to talk about my reason for calling. The fourth detail to add to your
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message is what is the best way for them to contact
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you. Is it best for them to call you back? Would you prefer an email or a text? And
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is there a day of the week or a time that is best for you? And this is where
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you definitely want to leave your phone number. Now again, if you're calling your
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mom or your best friend, they probably have your phone number (I hope) but if
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you're calling for more professional or business reasons, again it's important to
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leave your phone number, they need to know how to contact you. And this is
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where it's important to speak clearly and speak slowly. I also recommend that
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you say your phone number twice. Give your phone number once and repeat it.
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Have you ever listened to a voice message and someone shared their email
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address or their phone number only one time and you didn't have enough time to
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get all the information so you have to listen to the whole voicemail again just
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to get that phone number? It's super frustrating. We don't want to do that so
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I recommend repeating your phone number two times so that they have the
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opportunity to get all the information they need to contact you. Here's an
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example, "Hello Lynn, this is Anne Marie with Speak Confident English. I'm calling
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to follow up on a discussion we had at the conference last week. The best way to
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reach me is by phone, Monday through Friday, anytime during the work day and
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my number is 222-231-2323. Again my phone number is 222-231-2323
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Now that's not my real phone number.
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It's a fake number. I don't know whose number it is but it's
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just an example to show how to repeat it twice in your message. Ok so a quick
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review: in a voice message you leave your name, your company or department if
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necessary, the reason that you're calling and
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best way to reach you, including your phone number or an email address. So now
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we need to end the voicemail and we always do it in a very simple and polite
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way. Typically we end a voicemail with thank you or have a good day. The
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examples that I've just used are really focused more on professional English but
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in the online lesson I've given you several more examples of both
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professional voice messages and more casual or personal ones, so if you want
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to look at additional examples and more common expressions or sentences that we
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use, be sure to check out the online lesson. Now that you know the rules of
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voice messages and the information you need to include, let's talk about putting
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a voicemail in English on your phone. Number one start with a greeting and
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this is very simple, just a hello or hi. And then follow that with your name.
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Again you want to state your company or your department if you are setting up a
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voicemail on a telephone that you use at work. Number four - state that you're
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unable to take the call. It might be something simple like I'm sorry I can't
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take your phone call right now or maybe it's letting the caller know that you're
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on vacation. Number five - ask the caller to leave you
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a message. And finally number six - let them know that you will definitely
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return their phone call or give them someone else to contact. Maybe it's an
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emergency or perhaps you're on vacation and you'll be away for several weeks but
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this person needs to talk to someone now. Is there someone else they can call? If
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so, be sure to include that information. In this video lesson I'll share with you
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an example of a common voicemail that you could use on your own phone but once
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again I've included more examples in the online lesson so if
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you'd like to take a look at those be sure to visit that lesson. Here is a very
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common, basic example, "Hello, this is Laura Brown. I'm sorry I can't take your call
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right now but please leave a message after the tone and I'll be sure to call
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you back as soon as I can. Thank you." And that's it! Very simple, clear, and
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short. So now it's time for you to practice. As always I do have a couple of
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challenge questions for you in the lesson online. I would love for you to
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take a look at those questions and share your answers with me. You can do that by
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sharing in the comment section at the bottom of the lesson. Thank you so much
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for joining me and I look forward to seeing you next week for your Confident
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English lesson.
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