What Is a Voice Message? Everything Businesses Need to Know
06/09/2025
For a small investment, a business can add a simple, positive addition to the client experience.
What Is a Voice Message? Everything Businesses Need to Know
In today’s fast-paced, digital-first world, customer communication is everything. Whether you’re a local veterinary clinic, a growing e-commerce brand, or a national service provider, the way you communicate with your customers can either build trust or leave them frustrated.
One of the most overlooked tools in business communication? The voice message. While email and live chat continue to dominate the conversation, voice messages remain one of the most personal and impactful ways to connect with customers.
So what exactly is a voice message? How do businesses use them effectively? And what makes a good one? Let’s break it all down.
What Is a Voice Message?
A voice message is a pre-recorded audio message used to communicate important information to a caller or listener. In a business context, it usually refers to:
- Voicemail greetings
- After-hours messages
- Missed call follow-ups
- On-hold announcements
- Automated menu instructions
- Appointment reminders or service updates
Unlike live conversations, voice messages offer a consistent, controlled message every time—making them ideal for businesses that care about customer service and brand presentation.
Why Voice Messages Still Matter
In a world of instant replies and text-based chats, it might seem old-school to invest in voice messages. But they’re more relevant than ever:
- Professionalism: A clear, polished voice message tells customers you’re serious about service.
- Customer Reassurance: When callers can’t reach you directly, a voice message bridges the gap.
- Brand Consistency: With the right voice and script, your messaging stays on-brand 24/7.
- Time Efficiency: Say everything you need to once—and have it delivered accurately every time.
Types of Business Voice Messages
Not all voice messages are created equal. Here are the most common types used in business:
1. Voicemail Greetings
The most basic form. Used when no one can answer the phone. These should be short, polite, and informative.
2. After-Hours Messages
Triggered when a customer calls outside business hours. This message should explain when you’ll be back and what the caller can do in the meantime (e.g., leave a message, visit your website).
3. On-Hold Messages
Played while callers wait to speak to a live person. A great place to promote services, answer FAQs, or offer seasonal updates.
4. Auto Attendant Prompts
These guide the caller through a menu (“press 1 for sales, press 2 for support”). Should be clear, professional, and easy to follow.
5. Follow-Up Messages
Some systems allow you to leave voice messages as callbacks or confirmations. These should be friendly, helpful, and provide all necessary info.
6. Appointment Reminders
Automated messages sent out ahead of scheduled appointments. Helpful for clinics, salons, or service-based businesses.onsider offering multilingual voice recordings or accents that reflect your market.
What Makes a Good Voice Message?
Just recording something quickly on your smartphone won’t cut it. Here are five things that make a voice message effective:
✅ 1. Clarity
Use simple language. Speak at a moderate pace. Enunciate clearly. No one wants to replay a garbled message.
✅ 2. Tone
Your voice should match your brand. Friendly? Calm? Energetic? A vet clinic might need something warm and nurturing; a tech company might aim for confident and concise.
✅ 3. Professional Audio Quality
Avoid background noise. Use a quality microphone. Better yet, hire a voice talent through a provider like COHM.
✅ 4. Length
Keep it short and to the point. No one wants to sit through a 60-second voicemail just to know you’re closed.
✅ 5. A Call to Action
Let the caller know what to do next. Leave a message? Visit your website? Expect a callback?
When to Use Voice Messages in Business
Here are a few great opportunities to use a voice message:
As a fallback when no agent is availablecan be used across multiple systems, marketing campaigns, or service lines.
- When your business is closed
- When all lines are busy
- When confirming appointments
- During high-call-volume times
For promotional messages (“Ask about our winter sale while you wait”)
🏥 Medical Clinic
DIY vs. Professional Voice Messages
You can record your own voice messages, but should you?
Pros of DIY:
- Free
- Personal
Cons:
- Lower audio quality
- Might not match your brand tone
- Can sound unprofessional or rushed
Pros of Professional Services:
- Polished, studio-quality sound
- Access to experienced voice talent
- Consistent tone and branding across all recordings
For businesses that want to sound professional, the investment is often worth it. At COHM, we make it easy to get started with affordable packages tailored to your needs.
Tips for Writing a Great Script
- Start with a greeting (“Thanks for calling”)
- State your name or business clearly
- Include key info (hours, next steps, etc.)
- Avoid jargon or technical terms
- End with a clear direction (“Leave a message” or “We’ll call you back”)
Example: “Hi, you’ve reached West Valley Vet Clinic. We’re currently helping other patients or out of the office. Please leave your name, number, and a brief message, and we’ll get back to you as soon as possible. Thanks for calling!”
Final Thoughts
Voice messages are small, but mighty. They help shape how customers perceive your business, especially when they can’t speak with a live person. Whether you’re creating your first voicemail greeting or planning a full on-hold strategy, make sure your message is clear, kind, and aligned with your brand.
Want to upgrade your voice messages? COHM offers custom voice recordings, music licensing, and professional scripting support—so your phone system sounds as good as the rest of your brand.
Let’s make every call count. Contact us today for a free demo or script sample.
