Professional voicemail greetings are important because they are an extension of your brand, reflect your level of professionalism, and offer important information to your customers. To help you create a message for your business that really shines, we’ve outlined seven types of professional voicemail greetings with scripts that can be adapted for your specific needs.
Types of voicemail greetings for inbound calls include:
- Individual: This type of greeting is for personal calls from customers, prospects, or co-workers.
- General company: These messages are for general calls that may go to company voicemail.
- Extended-away: When an individual or company is unreachable due to holidays or vacation, this is the type of message to use.
- Industry-specific: These greetings are for calls in industries like a medical office that needs specialized or specific voicemail greetings.
- Promotional: Voicemail greetings are often used to generate awareness of special promotions.
- Seasonal: For seasonal situations that affect your business or when you need to communicate changes based on the time of year, use these greetings.
- Business transition: This type of message is best for announcing permanent transitions like remodeling or a change of address.
Why Businesses Need Multiple Voicemail Greetings
While it’s possible to set a generic catch-all voicemail greeting and forget it, periodically changing your custom greetings can provide better customer service by providing callers up-to-the-minute information. These messages are also a perfect way to communicate marketing promotions, advertise your website, and other timely particulars to keep your customers in the know.
Luckily, most phone systems allow users to record their own voicemail greetings and change them as often as they like. However, some providers, like Grasshopper, go beyond common business phone features by offering professional recording assistance, which can help eliminate embarrassing breaths, pauses, or distracting background noises in your custom greetings. Phone plans start at $26 per month, with professional recordings costing extra.
Professional voicemail greeting providers can also help provide scripts or templates if you are unsure what to say. However, here are some example scripts you can adapt to your specific business needs if you would prefer to record your own greeting.
Individual Voicemail Greetings
Individual voicemail greetings are created by individual staff for their specific number or extension. Some phone systems allow you to specify a primary greeting as well as set secondary messages designed to cover extended absences. When creating an individual voicemail greeting, be sure to clearly identify yourself, your role, and your company, letting the caller know when you will be able to call them back.
Here are a few individual voicemail greeting scripts to give you some ideas:
When You’re on Another Call
Hi, this is [YOUR NAME] from [COMPANY NAME]. I’m on the other line but will return your call as soon as possible. For a faster response, please leave a detailed message including your full name, account number, and reason for your call. Thank you and I look forward to speaking with you.
When You’re Out of the Office
Thank you for calling. This is [YOUR NAME] with [COMPANY NAME]. I’m out of the office today and will return on [DATE]. For immediate assistance, contact [CO-WORKER NAME] at [PHONE NUMBER and EXTENSION]. Or, you may leave a message for me after the tone and I will call you back as soon as possible. Thank you.
Out of Office Voicemail for Co-workers
Hello. You’ve reached the voicemail of [YOUR NAME] in [DEPARTMENT]. I am out of the office today, [DATE], and will return [DATE]. For immediate assistance, contact [CO-WORKER NAME] at [PHONE NUMBER and EXTENSION]. For all other matters, please leave a detailed message and I will return your call when I am back in the office. Have a great day.
General Company Voicemail Greetings
The company voicemail greetings is what callers hear when they dial the main business number. These voicemail greetings should be written with a specific purpose in mind, like redirecting calls to the appropriate alternative extension and providing answers to frequently asked questions such as your location or hours of operation.
Here are two scripts: one for a business phone system with an auto-attendant that greets and routes callers, and another for a standard voicemail system.
Businesses With an Auto-attendant
Thank you for calling [COMPANY NAME]. We are unable to take your call right now. For hours of operation, press one. For our address, press two. For information on our upcoming events, press three. If you‘d like to leave a message, please wait for the tone.
Businesses Without an Auto-attendant
Hello, you’ve reached [COMPANY NAME]. We’re unable to take your call right now. For information on our hours of operation, address, and current promotions, please visit our website at [WEBSITE ADDRESS]. If you‘d like to leave a message, please wait for the tone.
Extended-away Voicemail Greetings
Extended-away voicemail greetings communicate important information while individuals are away or a company is closed for several days or more. For example, these greetings can be used when an individual is on parental leave or a business is closed for renovation.
We’ve provided two options: one for individuals and another for company-wide voicemail greetings.
Extended-away Voicemail Greeting for Individuals
Hi, you’ve reached [YOUR NAME]. I’m out of the office on extended leave until [DATE]. If you need assistance before I return, please contact my co-worker [NAME] at [PHONE NUMBER and EMAIL ADDRESS]. Otherwise, feel free to call back after [DATE]. Thank you.
Extended-away Voicemail Greeting for Companies
Hello, you’ve reached [COMPANY NAME]. Our offices are closed for our annual all-company retreat from [DATE] through [DATE]. Although our retail location is closed, our website remains open to assist you and take your orders. Please visit us online at [WEBSITE ADDRESS] or leave a message after the tone and we’ll call you back when our offices reopen. Thank you.
Industry-specific Voicemail Greetings
Industry-specific voicemail greetings are important when your business operates in an industry like finance or healthcare and requires specific messaging in its voicemail greetings. They’re also great for businesses like restaurants that want to direct customers to different areas of the business, like catering special events.
Use these industry-specific examples to create your own voicemail greeting:
Financial Consultant Voicemail Greeting
Hello, you’ve reached [YOUR NAME], financial consultant for [COMPANY NAME]. I’m assisting other clients with their financial goals. Please leave a message and I will return your call within one business day. For immediate assistance, press zero to speak to one of my business partners. Please note that we do not take buy or sell orders or any other transaction requests via voicemail. Thank you and have a wonderful day.
Doctor’s Office Voicemail Greeting
Thank you for calling [BUSINESS or DOCTOR’S NAME]. If this is an emergency, please hang up and dial 911. To schedule an appointment, press one. For billing questions, press two. For our office hours and location, press three. To speak to our receptionist, press four. If you’ve reached us after hours, press five to page the doctor on call or six to leave a voicemail message.
Restaurant Voicemail Greeting
Thank you for calling [RESTAURANT NAME], located at [ADDRESS]. For reservations, press one. For carryout orders, press two. For catering services, press three. For special events, press four. If you’d like to leave a message, press five and someone will return your call within 24 hours.
Promotional Voicemail Greetings
Promotional voicemail greetings are great for generating awareness of special campaigns or marketing initiatives. They should highlight your promotion while still conveying core information that your callers may need, such as location and hours of operation.
Promotional Voicemail Greeting
Thank you for calling [COMPANY NAME]. We’re offering free shipping with all orders and a free consultation with any order over $100. For more information or to place an order, press one. To leave a message, please press two.
Seasonal Voicemail Greetings
Seasonal voicemail greetings communicate important information or initiatives driven by the seasons. These voicemail greetings should provide information relevant to your business, like shorter summer hours or extended hours during Black Friday weekend. They can also communicate opening and closure of businesses during certain times of the year.
Here’s an example of a seasonal voicemail greeting script to help you generate your own:
Summer Hours Voicemail Greeting
Thank you for calling [COMPANY NAME]. Please note that we have reduced hours during the summer and will return to our regular hours on September first. For our off-season hours, press one. For information about our current classes, press two. Otherwise, please leave a message after the tone and someone will return your call within one business day.
Business Transition Voicemail Greetings
Business transition voicemail greetings communicate important information resulting from changes to your business activities driven by things like a new address or remodeling. They should specify how your customers can communicate and do business with you during transitions while easing any concerns they might have regarding the change.
Below are a few business transition voicemail greeting scripts to help you create your own:
Voicemail Greeting During Remodeling
Thank you for calling [COMPANY NAME]. Our store is currently closed while we upgrade our space to provide you even better service, but will re-open in the summer of 2020. If you’d like to view our progress, visit our website at [WEBSITE ADDRESS] for updates and information about our grand re-opening. To reach an associate, please leave a message after the tone.
Voicemail After Moving to a New Location
Thank you for calling [COMPANY NAME]. We are proud to announce we’ve moved to a larger location to better serve our customers. Our new address is [ADDRESS]. For directions to our new location, press one. For hours of operation, press two. To speak to a sales representative, press three or please leave a message after the tone.
How to Record a Voicemail Greeting
The process of recording voicemail greetings is simple, but can still be a challenge for business owners who may not know what to say or how to sound. Let’s take a look at five steps to record your greetings and sound your best.
1. Define the Purpose of Your Voicemail Greeting
Prior to writing or recording your greeting, the first thing you should do is define your purpose. Pinpoint the reason you’re recording a voicemail greeting. Is it because you get a lot of calls that you can’t personally answer and want to encourage customers to leave a message? Or maybe because you need a voicemail greeting with information on the questions callers ask most? Defining the purpose of your greeting helps you deliver your message clearly and succinctly.
2. Brainstorm Voicemail Greeting Scenarios
Make a list of all the reasons why customers call your business. Pick two or three of those scenarios to address in your voicemail greeting to serve the most amount of customers in a single message.
3. Consider Your Brand Image
Your brand image should drive the tone and word choice of your voicemail greeting. Is your brand image and business laid back and fun? Make sure your greeting reflects this and let it set the tone for your callers. Is your brand more serious? If so, go easy on the humor and get straight to the point with your message.
4. Write Your Voicemail Greeting Script
Never wing it when it comes to a professional voicemail greeting. Always write a script and review it several times before you record it. This is particularly important if you’re having someone else record your greeting so they stay on message and on brand.
5. Record Your Greeting
Once you’re ready to record your voicemail greeting, find a quiet place free of distractions and background noise. Relax and re-record it as often as necessary until you like the way it sounds. If you decide to hire voice talent to record your voicemail greetings, use a service like Fiverr to find just the right person to reflect your brand. For an all-in-one solution, sign up for a business phone service that offers professionally recorded voicemail greetings.
Recording a voicemail greeting can be challenging, but these messages are critically important for establishing your business’ credibility and professionalism. Save yourself some time by using one of our scripts as a starting point for crafting your own unique message.
A virtual business phone system like Grasshopper can help you streamline your recording process and provide you with all the voicemail and phone features you need to provide the best service to your customers. They even offer custom voicemail message recordings using professional voice talent. Visit Grasshopper today to sign up for an account or a free trial.