When you leave a message, speak slowly, especially so if you have an uncommon accent. You may have received many messages where you couldn’t understand what the person on the other line was saying. If the message is important and it cannot be jotted down quickly, your recipients will find themselves replaying it over and over.

Say your name clearly

You should pronounce your name clearly and slowly. If you have a hard-to-pronounce name, it becomes that much more important. If necessary, spell out your name clearly and succinctly.

Say your telephone number slowly

Many people verbally communicate their telephone numbers quickly, which often leads to confusion. Break the number up if possible and repeat it slowly. Your customers will really appreciate it.

Make sure you give your company name, your name, title and reason for calling

Leave a short message mentioning your company, your name, title and why you are calling. If you are calling back to request information, then leave a brief message that incorporates all the essential points.

Let people know when they can call you again

Leave a time, date and telephone number so recipients can call you back if necessary. When you provide them with the required information, you make it easier for them to call you back.

Sound professional

People judge you by the tone of your voice and how you articulate your message. If you end up sounding unprofessional (uncourteous, brash, ambiguous, unprepared, rushed, uninterested, etc) then in all likelihood, customers will not return your telephone calls. Also, leave short messages as much as possible; customers have little patience on the phone and they will just disconnect the call if your message is more elaborate than necessary.