1 Check your voicemail regularly

One of the most basic rules of phone etiquette is to check your voicemail regularly and respond to messages in a timely manner. This shows respect and professionalism to the callers and prevents you from missing deadlines, opportunities, or requests. Ideally, you should check your voicemail at least once a day, or more often if you expect urgent or high-volume calls. If you are away from your phone for a long period of time, you can set up an out-of-office message or forward your calls to someone else who can handle them.

3 Take notes or save the message

If the message contains complex or detailed information, such as names, numbers, dates, or addresses, you may want to take notes or save the message for future reference. This will help you avoid forgetting or misremembering the information, and make it easier for you to follow up or act on the message. You can use a pen and paper, a digital device, or a voicemail system feature to record or store the information. Make sure you keep your notes or saved messages organized and accessible, and delete them when they are no longer needed.

4 Return the call or send a message

Once you have listened to and understood the message, you should return the call or send a message to acknowledge it. This will show that you are attentive and responsive, and that you value the caller's time and communication. Depending on the urgency, nature, and preference of the caller, you can choose to call them back, send them a text message, an email, or a voice message. Whatever method you choose, make sure you are clear, concise, and courteous in your communication.

5 Follow the etiquette rules

When you return the call or send a message, it is important to adhere to the etiquette rules for phone communication. For instance, you should introduce yourself and explain the purpose of your call or message. Additionally, you should refer to the original message and thank the caller for leaving it. Furthermore, you should answer any questions or address any issues that the caller raised, confirm any information or agreements that were provided, and ask for clarification or feedback if needed. It is also important to apologize for any delay in your response and finish with a positive and polite tone.

6 Be consistent and respectful

Finally, it’s important to be consistent and respectful in your phone etiquette for voicemail and messages. This means responding to all messages, unless they are clearly spam, prank, or inappropriate. You should also respond within a reasonable time frame, depending on the urgency and expectation of the caller. Additionally, it’s important to respond in the same or similar way that the caller contacted you, unless they indicate otherwise. You should also respect the caller's privacy and confidentiality, avoiding sharing or disclosing their message without their permission. Moreover, it’s essential to respect the caller's preferences and boundaries, avoiding calling or messaging them at inappropriate times or frequencies. By following these tips, you can politely acknowledge voicemail messages and improve your phone etiquette for voicemail and messages. This will help you build trust, rapport, and professionalism with your callers, as well as enhance your communication skills and reputation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?