How to Send a Voice Recording ?

How to Send a Voice Recording

Time is money. As a pro, student or busy parent you’re always juggling multiple tasks and trying to make the most of every minute. Traditional emails and long meetings are time consuming and often inefficient. That’s where ai voice recorders come in as a game changer. Here’s how to send a voice recording using VocalJet, the service that simplifies your communication and productivity.

Why Voice Recordings?

Before we get to the how-to, let’s take a minute to talk about the benefits of voice recordings. Voice recordings are more personal and engaging than text based communication. They convey tone, emotion and intent much better, reducing misunderstandings and building better relationships. And voice recordings save time. Speaking is often faster than typing and listening is often more convenient than reading long emails.

Personal and Engaging

When you speak your voice carries nuances that written text can’t. Your enthusiasm, concern or urgency comes through, making your message more compelling. This personal touch can make a big difference whether you’re communicating with a colleague, client or loved one. For example, trying to convey excitement about a project update via text versus a voice message. The latter will always sound more genuine and inspiring.


Think about the time it takes to write a long email, especially if you’re trying to get the wording just right. With a voice recording you can deliver the same information in a fraction of the time. This is especially valuable in a business setting where speed of decision is key. By speaking your thoughts you can avoid the back and forth that comes with email exchanges and simplify your workflow and free up time for other tasks.

Better Understanding

Voice recordings reduce misunderstandings. Written text can be misinterpreted because it lacks vocal cues like tone and emphasis. When you speak your listener can hear your intended tone and reduce the chance of miscommunication. This is especially important in professional settings where clarity is key. For example, constructive feedback delivered in a supportive tone via a voice message will be better received than the same feedback in written form.

Get Started with VocalJet

VocalJet is designed to make sending voice recordings as simple as possible. Whether you’re a tech newbie or a seasoned pro you’ll find our platform easy to use. Here’s how to get started:

Don’t have a VocalJet account? Sign up is super quick. Go to our signup page and enter your email and password. You’ll get a confirmation email – click the link and you’re in.

Already have an account? Just log in. Our login page is simple so you can get in fast. We make it easy from the very beginning.

Step 2: Record Your Voice Message

Once you’re logged in you’ll be on the dashboard. Here’s where the magic happens. Follow these steps to record your voice message:

  1. Click the “Record” Button: On the dashboard you’ll see a big “Record” button. Click it to start. The interface is simple and self explanatory with clear instructions.

  2. Speak Clearly and Briefly: As you record your message speak clearly and at a normal pace. Remember the goal is to get your message across quickly and easily. Take a second to collect your thoughts before you start speaking. This will help you stay focused and get your message out.

  3. Listen to Your Recording: After you’ve finished your message you can listen to it. If you like it, great! If not you can re-record until you do. This allows you to perfect your message before sending.

Step 3: Send Your Voice Message

Now that you’ve recorded your message it’s time to send it. VocalJet makes it easy:

  1. Enter the Recipient’s Email: In the field enter the email of the person you want to send the message to. Double check the email.

  2. Add a Subject and Optional Text: While your voice message is the main event you can add a subject line and optional text to provide context. This will help the recipient know what your message is about at a glance.

  3. Send: Click on “Send” to send your voice message via email. You’ll get a confirmation that it was sent so you can rest easy knowing it’s been delivered.

Quick Tips for Amazing Voice Recordings

Here are some quick tips:

Be Brief

Don’t ramble. Get to the point. It’s easier for the recipient and respects their time. Structure your message with a beginning, middle and end. Intro, main points, then action or follow up.

While your smartphone or laptop mic will do the job, using an external mic will make a big difference in the quality of your recordings. Investing in a good mic will eliminate background noise and make your voice sound crisp and clear so your messages sound more professional and easier to understand.

Find a Quiet Spot

Background noise is distracting. Record your messages in a quiet space to get the best audio. If you’re in a noisy space, use noise-cancelling headphones or move to a quieter spot. The less distractions in the background the better your message will be received.

Prepare Your Message

Before you hit record, take a minute to think. Write down the key points you want to cover so you don’t miss anything important. Having a rough outline will help you stay on track and not go off on tangents so your message is more effective and concise.

Asynchronous Communication

One of the big benefits of using VocalJet is asynchronous communication. You and your recipients don’t have to be available at the same time to have a good conversation. Here’s how it works in different scenarios:

In the Workplace

Imagine you’re working on a project with colleagues in different time zones. Coordinating a meeting time that works for everyone is a nightmare. With VocalJet you can record your updates, thoughts and questions and send them out. Your colleagues can listen and respond at their convenience so workflow is smooth and uninterrupted. This flexibility will increase productivity and reduce the stress of trying to align everyone’s schedules.

For Customer Support

If you run a business, customer support is key. But being available 24/7 is hard. With VocalJet you can answer customer queries and concerns through voice recordings. Your customers will love the personal touch and fast response even if you’re not available immediately. This will improve customer satisfaction and build stronger relationships with your clients.


For educators and students, VocalJet can be a game-changer. Teachers can send voice memos, feedback and encouragement to students. Students can submit assignments or ask questions through voice recordings making the learning experience more interactive and fun. This will create a more personal connection between teachers and students and overall better education.

Reply to Voice Messages

VocalJet doesn’t just stop at sending voice recordings. Recipients can reply to your messages even if they don’t have a VocalJet account. Here’s how it works:

  1. Listen to the Voice Message: The recipient gets an email with a dynamic audio link. One click and they can listen to your message. Easy peasy.

  2. Record a Reply: After listening they can record their reply from the same interface. No sign up or log in required. Simple and easy for them to respond.

  3. Send the Reply: Once recorded the reply can be sent back to you just as easily. This back and forth is seamless and doesn’t require synchronous communication, perfect for busy schedules.

This makes communication dynamic and interactive for both sender and recipient.

Security and Privacy

We know your communications may contain sensitive info. That’s why VocalJet prioritizes security and privacy. Our platform uses encryption to protect your recordings and we follow industry standards to keep your data safe. Plus you have control over who can access your messages so you can relax.

Audio Transcription

All voice recordings sent through VocalJet are transcribed so everyone can read the message and search through messages via keywords.

Industry Standards

VocalJet follows the highest industry standards for data security and privacy. We update our security protocols regularly to stay ahead of the threats and keep your info protected.

User Control

With VocalJet you have full control over your messages. You can set expiration dates for recordings, restrict access to certain recipients and even revoke access if needed. These features give you the flexibility to manage your communications securely.

Using VocalJet with Your Workflow

To get the most out of VocalJet, integrate it with your existing tools and workflow. Here are some ideas:


Use VocalJet alongside your regular email client. Simply include the dynamic audio link in your email body and recipients can access your voice message. This integration allows you to keep your current email habits and supercharge them with voice recordings.

Project Management Tools

Integrate VocalJet with project management tools like Trello, Asana or Jira. Use voice recordings to update tasks, give feedback or discuss project details. This adds a personal touch to your project management and can improve team collaboration. For example you can record quick status updates or detailed explanations for complex tasks so your team can stay aligned and informed.


For sales and customer support teams integrating VocalJet with your CRM can be a big win. Send personalized voice messages to leads and customers and log these interactions in your CRM for better tracking and follow up. This integration will improve customer relationships and streamline your communication so your team can be more efficient and effective.

Common Challenges

The benefits are clear but you may face some challenges. Here’s how to overcome them:

Technical Issues

Make sure you have a good internet connection and your recording device (microphone) is working. If you have any issues our support team is here to help. We have comprehensive troubleshooting guides and responsive customer support to get you up and running quickly.

Hesitation to Change

Change can be scary especially if your team is used to traditional methods. Encourage adoption by pointing out the time savings and the personal connection voice recordings give. Provide training sessions or tutorials to get your team comfortable with the new tool and understand the benefits.


To be consistent in your communication establish some guidelines for voice recordings within your team. For example agree on a standard format for updates or feedback so everyone is clear and concise. This can include guidelines on message length, structure and tone so everyone is on the same page and professional.

Real-World Examples

To get you started here are some real-world examples from VocalJet users:

Case Study: Remote Team Collaboration

A marketing agency with team members in five different countries were struggling to coordinate meetings. They switched to asynchronous communication with VocalJet. Team members recorded updates and feedback and productivity went up and meetings went down. Projects moved faster with fewer delays and misunderstandings.

Case Study: Customer Support

A small e-commerce business used VocalJet for customer support. They found they could answer customer queries more personally and effectively. Customers loved the quick and direct responses and saw increased satisfaction and loyalty. Customer retention went up and they got great feedback on the personal support.


Voice recordings are changing the way we communicate, a more personal, efficient and flexible alternative to emails and meetings. VocalJet is leading the way with an easy and simple platform to send and receive voice messages.

Get started now. 👋️️️️️️️️️️️️️️️️️️️️️️️

Follow the Journey

Subscribe to our monthly newsletter to discover audio, vocal and ai innovations!