In a voice broadcast or press 1 campaign, the recording does all the work. People decide within seconds whether to listen. These guidelines will help your message earn the next ten seconds — and the key press.
Use a simple four-part structure
- Who you are — your company name, right away.
- Why you are calling them — the reason that matters to the listener.
- What to do — one action: "press 1 to speak with a member of our team."
- How to opt out — "press 9 and we will not call again."
Keep it short
Aim for 20–30 seconds. Read it aloud and cut every word that does not help. If you need more than one sentence to explain the reason for the call, the offer is probably too complicated for a phone message.
Write for the ear
- Use short sentences and everyday words.
- Avoid abbreviations and long numbers — if you must give a number, say it slowly and repeat it.
- Say the action twice: once in the middle, once at the end.
Example
Hi, this is Sarah from Northside Dental. You're due for your six-month check-up, and we have openings next week. To book a time with our front desk now, press 1. To be removed from our call list, press 9. Again, press 1 to book. Thank you!
Record it well
- Use a real, friendly human voice — not overly polished, not robotic.
- Record in a quiet room with a decent headset or microphone.
- Smile while speaking; it is audible.
- Normalise the volume so it is neither too quiet nor clipped.
Test two versions
Split your list and run two recordings that differ in one thing — the opening line, the offer or the voice. Compare press-1 rates after a few hundred answered calls and keep the winner.
Stay compliant: identify your business clearly, include an opt-out and only call people who have agreed to hear from you where the law requires consent.
