Voice Mail System: Managing Your Messages Efficiently

What is a Voice Mail System?

A voice mail system is an advanced telecommunication service that records, stores, and manages voice messages from callers when the recipient is unavailable. These systems are designed to ensure that important messages are captured and can be retrieved at a later time. Voice mail systems are commonly used in both personal and business settings.

How Does a Voice Mail System Work?

Voice mail systems operate by capturing and managing voice messages left by callers. Here’s a simplified overview of the process:

Call Handling

When a call is not answered, it is automatically redirected to the voice mail system.

Greeting and Recording

The system plays a greeting message to the caller, prompting them to leave a message. The caller’s message is then recorded and saved in the recipient’s voice mail box.


The recipient is notified of a new voice mail through various means, such as a notification on their phone, an email alert, or a text message.

Retrieval and Management

The recipient can access their voice mail box to listen to, delete, or save messages. This can be done through the phone, an email service, or a web interface, depending on the voice mail system.

Benefits of a Voice Mail System

Ensures Message Delivery

Voice mail systems ensure that messages are captured even when the recipient is not available to take the call.


Recipients can listen to and manage their voice mails at their convenience, providing flexibility in communication.

Record Keeping

Voice mails provide an audio record of messages, useful for documentation and reference.


Users can customize their greetings to provide specific information or instructions to callers.

Integration with Other Services

Modern voice mail systems often integrate with email and transcription services, enhancing functionality and ease of use.

FAQ - Frequently Asked Questions

What is transcription process?
Each audio file is tested, transcoded, and then transcribed using the Whisper model from the OpenAI API.
How long does it take to get a transcript?
The processing time for your transcript will depend on the length of the audio file. Typically, shorter voice messages can be transcribed quickly using OpenAI speech-to-text API.
What are the maximum file size for transcription?
Note that our transcription service has a file size limit of 20 MB.
What is the maximum duration you can transcribe?

We currently have a file size limit of 20MB. Given that most voice messages are encoded with a constant bitrate and a single channel (mono, no stereo), we can calculate the maximum duration of a file using the following equation:

Duration ( seconds ) = File Size ( bits ) Bitrate ( bits/second )

Applying this equation to our 20MB limit and a bitrate of 64 kbps (commonly used by the iPhone recorder app), we arrive at a maximum duration of approximately 43 minutes and 41 seconds. To easily calculate durations for different file sizes and bitrates, you can use our audio duration calculator.

Do I need to transform the audio before sending it to my email address?
No, this is not necessary. will automatically transcode your audio file upon receipt into the format expected by the OpenAI API.
Can ChatGPT transcribe audio to text?
Yes, ChatGPT can transcribe audio to text, but there are more specialized AI models specifically designed for this task, such as Whisper. Whisper is a state-of-the-art transcription tool that offers higher accuracy and efficiency in converting audio to text. If you're looking for the best results in audio transcription, Whisper is the ideal choice.
Why transcription over email?
Our email-based automatic transcription service is designed to break down barriers and provide universal access to voice message transcription. By leveraging email as our input and delivery method, we're making it easy to automate and integrate with existing platforms. Since email is an established communication method, it's likely to persist, offering longevity.