TIPTEL 330 - Outgoing Message Examples; General Advice and Message Structure

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Examples of outgoing messages
General information
For most callers it is discouraging when they hear a message from a telephone answering
machine instead of speaking to somebody personally. Indeed, this is often only a question of the
recorded outgoing message. If you are creative and sensitive regarding this announcement,
such inhibitions can be overcome easily.
People successfully using telephone answering machines recommend:
- Avoid any aspirations for perfection reminding people of machines.
- Take care that you behave as usual when recording your outgoing message. A relaxed voice
encourages people to leave a message. Do not be afraid to talk dialect or to clear your thro-
at. This will give your message a human touch.
- Change your outgoing message frequently. This will also allow you to get practice so that you
will be able to adapt your announcement quickly to any new situation.
What should be included in your outgoing message?
- Your name, location or telephone number.
- A reference to the fact that an answering machine is connected.
- If desired, ask the caller to leave a message.
- A final message
The sequence as well as the content can vary according to your individual requirements.
Outgoing message "without" incoming recording (only announcement)
Example:
Hello, this is ........(name), Sales Representative of ........... (name of the company). My office is
temporarily closed due to illness (holidays etc.). Please call my deputy, Mr. ......... in ......... . His
telephone number is .......... He will assist you. Many thanks for your call. My answering machi-
ne will switch off now.
Outgoing message "with" incoming recording
Example:
Hello, this is the answering machine of ........ (name) in ........ I am out seeing customers and will
be available in the office at approx. ..........o’clock. You can call me between ....... o’clock and ......
o’clock under the telephone number ....... If you prefer, you can leave your name and number. I
will ring you as soon as I am back. Please speak after the beep.
Final message: Many thanks for your message. The device will now switch off.