Recording sound files for an Announcement Call, a Surveyor Event, or for an Access Live Event is as easy as making a phone call - literally!
- Call 1-800-619-5518, and enter your account ID code to record a wav file. (If you are not sure of your ID code, contact firstname.lastname@example.org.)
- To begin recording, press 1.
- Record at the tone and press the # key when you are finished.
- The recording will stop and you will hear the following options:
- To listen to the recorded message press 1
- To erase and re-record press 2
- To continue the recording press 3
- To finish recording press 4 or just hang up
- To save and record a new message press 5
Make sure all necessary sound files are recorded 24 hours in advance of your event or announcement call. Custom Caller ID recordings should be in place at least 3 days prior to your event.
We have included several sample scripts for you below. You are free to use your own scripts, but if you’d like to use or rewrite these scripts, you are welcome to do so. Due to FCC regulations, each outbound recording must contain your name and phone number.
NOTE: If you are a Congressional office, before recording your messages, you MUST get prior Franking Approval for all scripts that will be used for outbound messages.
NOTE: If you are running a campaign call, you must record a "paid for" disclaimer at the end of your Live Answer, Answering Machine, Announcement Call, and Custom Caller ID messages. Example: "This call was paid for by Friends of XX."
Recordings for an Access Live Event:
Live Answer Message (Automatically placed in call) – Bolded text must be included
“Hello, this is Congressman/woman Smith. If you stay on the line right now, you can instantly join in on a live toll free Telephone Town Hall event I’m currently holding regarding issues that are important to our district. To join in on this live event, just stay on the line, and you will be instantly connected. You can listen to me interact with fellow constituents and also have the opportunity to ask me questions. You can also contact me by calling my office at 555-555-5555 or by visiting my website at (web address). Again to join in on this important Telephone Town Hall event just stay on the line and you will be connected to the call. Thank you!”
Answering Machine Message – Bolded text must be included
“Hello, this is Congressman/woman Smith. I’m calling to invite you to participate in a live, toll free, Telephone Town Hall event, to give you the opportunity to ask question about the important issues currently affecting you and your neighbors. If you happen to be on the phone right now, please join us by pressing 1 on your phone keypad. If you are not available, I’m sorry that I missed you, but we will be doing this again, so I hope you will be available next time. You can also contact me by calling my office at 555-555-5555 or by visiting my website at (web address).Thank you!”
End of Call Voicemail Box Message
“Thank you for taking the time to participate in my live Telephone Town Hall event. If you have any questions or comments for me, please leave your name, address, and email after the tone. You can also contact me by calling my office at 555-555-5555 or by visiting my website at (web address).Thank you!”
Announcement Call: (Optional)
We strongly recommend an Announcement Call to publicize an upcoming Access Live event, a traditional town hall meeting, or any other upcoming event. An announcement call is included as part of a Total Access Event.
Sample Announcement Call Script - Bolded text must be included
“Hello. This is Congressman/woman Smith. I will be hosting a live toll free Telephone Town Hall Meeting regarding (issues) next Tuesday the 25th. I will be calling you at this number around 5:00 pm. All you will have to do to be connected to the call is stay on the line. Again, I will be hosting a live toll free Telephone Town Hall event regarding (issues) next Tuesday the 25th. I will be calling you at this number around 5:00 pm. To be removed from our calling list, please press 9 now. For more information, visit my website at (web address) or call my office at 555-555-5555. I look forward to speaking with you.”
Custom Caller ID: (Optional)
If you are setting setting up Custom Caller ID, a recording is required.
Sample Custom Caller ID Script - Bolded text must be included
"Hello, this is <Name/Organization>. We called you to join a live Telephone Town Hall meeting and may call you again in the future to join another event. To reach my office, please call my office at (xxx) xxx-xxxx or visit my website at www.MyWebsite.com."