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Create a telephone welcome message for your notary’s office using an AI voice in just a few seconds
What your telephone reception service covers
4 scenarios for dealing with telephone enquiries specific at the notary’s office
A client who calls a solicitor is often dealing with a sensitive matter: inheritance, divorce or buying a property. Your manner when answering the phone should reflect the gravity and seriousness of these situations.
The notary is either dealing with a case or in a meeting
The signing of a notarised deed requires the full attention of the notary and their team. Your telephone message should state that the notary is unavailable, the estimated time for a callback, and an alternative contact method for urgent matters.
A customer is monitoring the progress of their case
Inheritance, property sales, divorce: notarial procedures can take a long time. A client who is unable to contact their notary may lose confidence. Your telephone answering service should explain how to leave a message, quoting the case reference number.
The office is closed for holidays or training
Further training, annual leave, travel: your telephone answering service must specify the date of return and indicate which fellow notary’s office is on duty, if necessary.
A prospective client wants to consult a solicitor
An individual looking for a solicitor to handle an inheritance or a property purchase will ring several firms. Your telephone reception must immediately convey a sense of professionalism and availability so as not to lose this lead.
Briefing, registration, delivery, installation. Several days’ wait and a charge for each change.
You can create the audio file in a matter of seconds. Your installer receives it straight away.
Set up the telephone greeting for your notary’s office
With Voconix, you can go from a blank page to a professional audio file in just a few clicks, without a studio or a technician.
Write your text
Free-form text or pre-drafted template for a notary’s office. Deeds, available services, ongoing cases, contact details.
Choose your voice
Out of 5 languages, testable AI voices on your text and available human voices.
Add some music
Over 10,000 SACEM royalty-free tracks. Automatic mixing.
Please pass this on to the installer
An MP3 or WAV file sent automatically to your telephone installer.
Step 5/6: Selecting music from a catalogue of 10,000 royalty-free tracks
Audio files ready to be submitted on your switchboard
The files generated by Voconix are compatible with all telephone systems used in notary’s offices, without the need for conversion.
Audio formats
MP3, WAV, G.711a, G.711u, G.722, G.729. Compatible with all IP-PBXs and telephone switchboards. Standardised audio level for each file.
Direct delivery
Enter your installer’s contact details in Voconix so that he automatically receives the file, ready to be uploaded to your switchboard. Find out more
Saved pronunciations
The name of the notary’s office or the associated notaries is stored once in Voconix and reused in all your future messages with the same pronunciation.
What a client experiences when they ring their solicitor
A client who calls a solicitor is never dealing with a trivial matter. The estate of a loved one, a property purchase, a marriage contract, a gift: these matters involve considerable financial and emotional stakes. The quality of your telephone manner is the first indication of how seriously you will handle their case.
A concise, clear and professional message reassures the client about your availability and how well-organised you are. With Voconix, you can create and update this audio file in a matter of seconds via your account, and send it directly to your telephone installer.
The specific features of telephone reception at a notary’s office
Professional confidentiality and discretion
Like a solicitor, a notary is bound by professional secrecy. Your telephone greetings must not contain any information that could identify a client or a case currently being handled. A sober, formal and neutral tone is essential. Avoid any mention of types of cases or situations that might reveal the nature of the cases being handled.
Notarial deadlines and managing expectations
Notarial cases can take several months to complete. Whether it’s an inheritance, a preliminary sale agreement or the expiry of statutory time limits, clients regularly ring to enquire about the progress. Your telephone reception service should ask them to leave a message stating their name and case reference number, so that the team can call them back in an organised manner.
The large number of clerks and staff members
A notary’s office often employs several notaries, clerks and secretaries, each managing their own files and clients. Personalised messages tailored to each contact or an IVR system direct calls straight to the right person, without having to go through a shared switchboard, which takes up time.
Six telephone greeting scripts for a notary’s office
Create the audio file for your notary’s telephone greeting in just a few seconds.
Your first message is completely free – no credit card required.
Practical advice
Best practice in customer reception telephone enquiries at a notary’s office
Six practical points for a notarial telephone reception service that inspires confidence and complies with the profession’s ethical standards.
Ask your customers to provide their case reference number
A customer who leaves their name and case reference number enables your team to call them back with all the relevant information to hand. A simple addition to your telephone greeting reduces the time taken for each outgoing call and improves the quality of your follow-up.
Adopt a sober, formal tone
The notarial profession is a ministerial public service. Your telephone manner must reflect the gravity and seriousness of this role. A tone that is too sales-oriented or too casual clashes with the image expected of a notary’s office.
Please state your consultation times precisely
Notaries’ clients often have work commitments that limit when they are available to call back. A telephone message service that specifies the times when the team can be reached helps to reduce the number of missed calls.
Create messages by notary and by clerk
Each notary and clerk manages their own files. Personalised messages direct calls straight to the right person. Voconix centralises all these messages in a single account.
Respect professional confidentiality
Do not mention the nature of the transaction, the client’s name or the legal situation in your telephone greeting. Discretion is an absolute ethical obligation. A neutral, formal tone must be maintained in all your messages.
Update your message before each absence
Training, leave, travel: the message must be updated before departure to state the return date and the name of the person covering for you. With Voconix, this update takes a few seconds.
Telephone reception by sector
Every sector has its own constraints. Select your sector.
Enhance the voice communication on your notary’s office
Notarial pre-discharge
The first sound your customers hear before being put through. Set a professional, corporate tone straight away, reflecting your commitment to quality.
Updates in the event of absence
Whether you’re at your office, on a training course or out and about: update your telephone greeting straight away to ensure callers are put through to the right person.
Manage all your notarial correspondence
Reception, legal documents, leave requests, and messages from notaries and clerks: all your office’s communications centralised in Voconix.
Business Answering Machine
Even when closed, you can communicate (opening hours, contact points, etc.) without having to leave a message.
New clerk or associate notary
Create the message from the new notary or clerk straight away, using the same voice and tone as the rest of the office.
Find your old messages
Change of partner, new number, change to opening hours: find and reuse all your old messages from the Voconix history.
IVR for a notary’s office
Direct your clients to the right notary or legal assistant from their very first call: probate, property, family law, business law, administrative support.
Notary or clerk’s voicemail
Whether it’s during a meeting, an appointment or a training session: ask your clients to leave their name and case number so that we can get back to them as soon as possible.
The 100% standalone unit for your office
Choose the voice, music and text, then create your notary’s telephone greeting straight away, without needing a recording studio.
The pricing
Free
€84 /year
(10,000 titles)
€180 /year
FAQ: Notary
Take a look at our FAQs and find the answers to your questions
Why is telephone reception important for a notary’s office?
A solicitor’s clients deal with high-stakes matters: inheritance, property purchases, gifts and marriage contracts. The way you answer the telephone is the first indication of how seriously you take their case. A straightforward and precise message builds trust from the very first point of contact.
Does professional confidentiality apply to notarial telephone enquiries?
Yes. Your message must not contain any information that could identify a client or an ongoing matter. A neutral, professional tone is required, with no mention of the types of cases handled. Discretion is an absolute ethical obligation for notaries.
How can we encourage customers to leave a message with their file?
Make your request clear: «Please provide your name and your case reference number.» This enables your team to call you back with the information to hand straight away, reducing processing time and improving the quality of the follow-up.
How long should a notary’s office welcome message be?
20 to 25 seconds. State the name of the office, mention that the notary is unavailable, ask the caller to leave a message quoting the file reference, and provide an alternative contact method for emergencies. Brevity is a sign of professionalism.
How should a notary’s absence be handled by the telephone reception service?
Please state the duration of your absence and the name of the notary or clerk who will be handling urgent matters, along with their contact details. This message must be created before you leave and updated on your return. With Voconix, the update takes a few seconds.
Is it worth personalising the telephone greeting for a solicitor?
Yes. Each notary and clerk manages their own files and clients. Personalised messages route calls directly to the right person without involving the secretariat. Voconix centralises all these messages in a single account.
What sort of voice should a notary use when answering the phone?
What sort of music is suitable for a notary’s office?
Very subtle classical music, or no music at all, for organisations that prefer a strictly institutional approach. The Voconix catalogue includes understated classical playlists that are SACEM royalty-free.
How do you set up a telephone answering service for a solicitor using Voconix?
Write your text on voconix.fr, select a voice and some music, then generate the audio file with a single click. The file is automatically sent to your telephone installer. The first message is completely free.
How much does it cost to set up a telephone answering service for a notary?
The first welcome message on the phone is completely free on voconix.fr, without a credit card. Packages tailored to notary practices are available from €5 (excl. VAT) per month. See prices.
