How can you leave a professional voicemail for someone from another culture?

1 Research the culture

Before you call, do some research on the culture of the person you are trying to reach. You may find out some important information, such as how to address them, what tone to use, what topics to avoid, and how long to make your message. For example, some cultures prefer formal titles and greetings, while others are more casual and friendly. Some cultures may appreciate small talk and personal details, while others may prefer to get straight to the point. Some cultures may expect you to state your name and purpose at the beginning of the message, while others may want you to introduce yourself at the end.

2 Plan your message

Once you have some background knowledge on the culture, plan your message in advance. Write down the main points you want to convey, such as your name, your organization, your reason for calling, and your contact details. Try to keep your message concise and relevant, and avoid any jargon, slang, or idioms that may confuse or offend the listener. Also, consider the time difference and the best time to call, and avoid calling during holidays, weekends, or late hours.

3 Record your message

When you are ready to record your message, speak slowly, clearly, and politely. Use a friendly and respectful tone, and avoid any sarcasm, humor, or criticism that may be misinterpreted. Start with a greeting that matches the culture, and state your name and organization. Then, explain why you are calling and what you need from the listener. If you have a deadline or a request, be specific and assertive, but not aggressive or rude. End with a thank you and a call to action, such as asking them to call you back or email you. Repeat your contact details and say goodbye.

4 Review your message

Before you hang up, listen to your message and check if it sounds professional, respectful, and clear. If you are not satisfied with your message, you can delete it and try again. If you are happy with your message, press the appropriate button to send it. Make sure you confirm that your message has been sent successfully, and keep a record of your call for future reference.

5 Follow up

After you leave your voicemail, follow up with an email or a text message that summarizes your message and reiterates your contact details. This way, you can increase the chances of getting a response and show that you are interested and respectful. However, do not send too many messages or call too often, as this may be seen as annoying or intrusive by some cultures. Be patient and wait for a reasonable amount of time before you try again.

Leaving a professional voicemail for someone from another culture can be challenging, but not impossible. By following these tips, you can communicate effectively and respectfully by phone and build positive relationships across cultures.

6 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?