An auto-attendant script is a prerecorded message a virtual receptionist plays when a call comes through the phone system. Companies use scripts to greet callers, provide company information, dictate menu options, and guide callers through a phone system. A well-crafted script helps businesses establish a good first impression, improve call flows, and provide faster customer service.
We designed a list of 17 auto-attendant script templates and automated phone greetings for different business needs. Download a free template in your preferred file format, and fill it with the relevant information.
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General Greeting Scripts
A general auto-attendant phone script is the welcome message callers hear when they reach your phone line. Your spiel should make a great impression by offering sufficient information about who you are and how customers can reach specific teams in your organization. Ideally, a general greeting script must have the following:
- Company name
- Business hours
- Self-service options
- Language options
- Speak to a live agent option
- Department extensions
Example 1: Welcome & Main Menu
Hello, and thank you for calling [company name], [insert company’s tagline]. We are located at [address]. Normal business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. If you already know the extension you wish to reach, you may enter it anytime. Otherwise, please listen carefully to the following menu:
- To continue in Spanish, press one.
- To continue in French, press two.
- To reach the floral department, press three.
- To reach the furniture department, press four.
- For groceries and produce, press five.
- For all other departments or to speak to a live agent, please stay on the line and the next available agent will be with you shortly.
Virtual phone systems like Grasshopper allow users to upload a custom greeting or hire a professional voice actor to record their automated attendant script. The Grasshopper Voice Studio features professional voice actors who can record scripts in different languages, including English, Spanish, and French. Visit our Grasshopper review to learn more about its pricing and features.
Create custom greetings using the Grasshopper mobile app. (Source: Grasshopper)
After-hours Scripts
Setting up an auto-attendant phone system lets you manage incoming calls even after business hours. The virtual receptionist assists callers when no one is available to take calls. For the after-hours script, it’s important to be clear about your schedule and provide callers with options for communicating their concerns after business hours.
2. General Voicemail Forwarding
Thank you for calling [company name]. We’re sorry—it seems you’ve called outside of our regular business hours, which are 8:00 a.m. to 5:00 p.m., Monday through Friday.
- To leave a voicemail message, please dial your extension now.
- If you wish to leave a message, please stay on the line. Messages left in our voicemail box are monitored and will be addressed within the next business day. Thank you.
3. Answering Services Script
Thank you for calling [company name]. If you hear this message, you are calling outside regular business hours, which are 8:00 a.m. to 5:00 p.m., Monday through Friday.
- If you require immediate assistance, please stay on the line, and you will be forwarded to our after-hours call center.
- Otherwise, please hang up and call back during regular business hours. Thank you.
4. Emergency Services or Medical Office Script
Thank you for calling [company name]. If this is a medical emergency, please hang up and dial 911. If you hear this message, you are calling outside regular business hours, which are 8:00 a.m. to 5:00 p.m., Monday through Friday. If you’d like to leave a message, please stay on the line to leave a voicemail, and it will be returned in the order it was received. Thank you.
5. Immediate Customer Support
Thank you for calling [company name]. Our office is currently closed. Business hours are from 8:00 a.m. to 5:00 p.m., Monday through Friday.
- If this is a business emergency, press one.
- If you’d like to leave a voicemail, press two.
- Otherwise, please hang up and call back during regular business hours. Thank you.
Holiday Scripts
These auto-attendant script examples are essential when taking a long holiday break. It should inform callers when your team will return and resume normal operations. At the same time, you must provide communication options in case of emergencies.
6. Holiday Hours Script
Thank you for calling [company name]. In observance of [holiday], our offices are currently closed. We’ll be back to normal operations on [date].
- Please feel free to leave a message by staying on the line.
- Otherwise, please call back during our regular business hours of 8:00 a.m. to 5:00 p.m. Thank you, and happy holidays.
7. Holiday Help Line
Thank you for calling [company name]. In observance of [holiday], our offices are currently closed. We’ll be back to normal operations on [date].
- If this is a business emergency, please press one to be directed to our urgent response team.
- If you’d like to leave a message, press two, and we’ll get back to you as soon as we return to the office.
- Otherwise, please call back during our normal business hours of 8:00 a.m. to 5:00 p.m. Thank you, and happy holidays.
Voice-over-internet-protocol (VoIP) services like Ooma come with a text-to-speech tool, where users can add auto-attendant scripts to the input field and convert the texts into a recorded message. You can customize voice prompts by picking a voice actor, ensuring the message reflects your brand’s tone. Our Ooma review offers in-depth information on its pricing structure and feature offerings.
Ooma has a built-in text-to-speech tool for setting up initial greetings. (Source: Ooma)
Disaster Recovery Scripts
During crises, it’s hard to determine when your team can resume business operations. However, it’s still important to keep customers in the loop. Clear information is even more critical in times of disaster.
For disaster recovery-related scripts, the message focuses on letting customers know how they can connect with you despite the downtime brought by a calamity. This may mean directing them to an operational branch location or an alternative communication channel, such as email or social media.
8. Disaster Recovery Script
Thank you for calling [company name]. Recent flooding in the area [or a similar description of the disaster] has temporarily closed our office. However, we are still dedicated to [insert mission statement].
- If your matter is urgent, press one to be routed to our [location] branch.
- Otherwise, please leave a voicemail in our voicemail box. An agent will return your message as soon as we can. Thank you, and have a great day.
9. Disaster Recovery Help Line
Thank you for calling [company name]. Due to the recent [disaster], our office has closed temporarily. We’re sorry for the inconvenience. Please message us at [company email address] or on [social media channel] if you’d like to contact our business. An agent will be able to handle your request. We hope to serve you soon.
Marketing Campaign Scripts
Besides improving customer service, an automated phone answering system script supports advertising initiatives by directing callers to the sales department. Craft a spiel for the phone number or extension you assigned for the marketing campaign.
10. Promotional Campaign Script
You’ve reached [Company Name].
- If you’re calling about our current promotion regarding free oil changes for life, please press one.
- To be directed to customer service, press two.
- Otherwise, please stay on the line.
Cloud phone systems include features where users can set a unique greeting based on availability, such as being busy or out of the office. One notable example is Vonage, a fully customizable phone service that lets you manage greetings for different destinations, such as a virtual receptionist, extensions, call queues, and call groups. Check out our Vonage review to learn more about its flexible VoIP platform.
Vonage lets you record different greetings for every type of user status. (Source: Vonage)
Individual Extension Scripts
If you want callers to reach a specific person in your customer service team, create auto-attendant scripts that mention individual phone extensions. Callers will find it easy to get to the agent they think will help them best with their concerns. Provide an option to leave a voicemail message if an agent isn’t available to take calls.
Industry-specific Scripts
When searching for automated attendant script examples, it’s also important to consider your industry to make the phone menu options as specific and relevant as possible to customers. For example, a law firm will have a different script from clinics or financial services providers.
Tips for Creating Auto-attendant Scripts
The templates provided can help you start recording your auto-attendant scripts. Alternatively, you may use them as a reference to create a more personalized one for your business. Take note of these guidelines when writing your auto-attendant script.
- Show appreciation: Begin your script with a quick thank you or a friendly greeting to set a warm tone for the rest of the call.
- State your company name: Assure callers that they’ve successfully reached your contact line by stating your name or business name.
- Be straightforward: Avoid lengthy introductions and the use of technical terms. Instead, keep your explanations short and use familiar language that’s easy to understand.
- Limit your menu options: Analyze past call interactions and identify the most common concerns and requests. This will narrow down your options and prioritize menus that are most useful to callers.
- Include self-service options: Dedicate menus for general inquiries, such as store hours, office location, and price list. If possible, allow callers to perform basic tasks, such as checking account details or tracking orders.
- Have a ready plan for callers who don’t pick an option: Your VoIP phone system should accommodate callers who don’t wish to engage with your auto-attendant. Provide the option to speak to a live agent, forward calls to a specific phone number, or send them to a voicemail box.
Need help with script development and voice recording? We listed the seven best professional voicemail recording services to help you leave a great first impression on your customers.
Frequently Asked Questions (FAQs)
An auto-attendant phone system is a call feature that transfers callers to the right person or department without passing through a live operator. It doesn’t completely replace human agents but automates basic tasks and helps operators focus on more important inquiries, leading to efficient call management.
Effective professional voicemail greetings convey a message to your customers when you miss their call but should be short, informative, and aligned with your brand’s image. They should provide relevant instructions your callers need to know or follow in your absence.
When a customer calls your company, the auto-attendant plays a preconfigured greeting automatically. This greeting is followed by a prompt that tells callers to press a key to access specific information (e.g., business hours or promotions) or reach a person or department. Auto-attendants use a dial-by-name directory to allow callers to route themselves to the correct extension by entering the recipient’s name on their phone’s keypad.
Bottom Line
A well-designed auto-attendant script gives callers all the information they need to relay their message or get help without a live operator. Phone attendants can boost your company’s brand image while ensuring a logical flow for your automated phone system.
If you need expert assistance, Grasshopper Voice Studio lets you work with professional voice actors who will record your greetings for a $75 one-time fee. Record unlimited scripts in a single order using the same voice actor and language.
