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 the best one for your business, we’ve outlined nine types of professional voicemail greetings with scripts that can be adapted for your specific needs.
However, voicemail is only effective if it is supported by a reliable phone system. RingCentral is a voice over internet protocol (VoIP) provider offering outstanding call quality with plans that scale with you. Even better, its partnership with Snap Recordings gives business a great resource for creating voicemails using professional voice-over artists. Try it for free.
Top 9 Professional Voicemail Greetings
|Voicemail Greetings||When to Use It|
|Individual||Receiving personal calls from customers, prospects, or co-workers.|
|General Company||Receiving general calls that may go to company voicemail.|
|Vacation||Going on vacation and providing instructions for customers and co-workers for while you’re away.|
|Holiday||Your business has special schedules or promotions during holidays.|
|Industry-Specific||Your company is in an industry needing specialized or specific voicemail greetings.|
|Promotional||You’re running promotions and want to use voicemail greetings to generate awareness.|
|Seasonality||Seasonality affects your business and you want to communicate seasonal changes to customers.|
|Business Transition||You may be undergoing transitions like remodeling or a change in management.|
|After Hours||You want to tell your customers how to communicate with you after hours.|
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:
Example Greeting for When You’re on the Other Line
Hi, this is _______________, from _______________. I’m on the other line but will return your call within the next four hours. For a faster response, please leave a short but detailed message including your full name, account number, and reason for your call. Thanks, and I’m looking forward to speaking with you.
Example Greeting for When You’re Out of the Office
Thank you for calling. This is ______________ with ___________. I’m out of the office today helping customers like you achieve their goals. Your message is very important to me. For immediate assistance, contact Sue Smith, my business partner, at (212) 555-1212. To speak directly to me, leave your name and the reason for your call, and I will call you back as soon as I am able. Thank you.
Example Out of Office Voicemail for Internal Co-workers
Hello. You’ve reached the voicemail for ______________ in the (invoice and order processing department). I will be out of the office today, Monday, February 25th. For immediate assistance with orders, contact Julie Johnson, and for invoices, contact Jack Brown. I will return tomorrow, Tuesday, February 26th. For invoice and order matters that are not urgent, 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 greeting is what callers hear when they dial the main number and is one easy way to make your organization seem like a customer-centric business. 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 (like your location or hours of operation). Be sure to check out our guide to the best professional voicemail greeting providers.
Here are two company voicemail greeting scripts to use for ideas to create your own:
Example Company Voicemail Greeting Script for Any Business
Thank you for calling ______________ (your company name). We are unable to take your call right now. However, we may be able to answer your questions through our automated system. For hours of operation, press 1. For our address and directions, press 2. For information on our upcoming events, press 3. If you‘d like us to return your call, leave your name, phone number, and reason for your call and someone will get back to you within one business day. Thank you.
Example Company Voicemail Greeting Script for Specific Business
Hello, you’ve reached _________ Yoga Studio. We’re unable to answer the phone because class is in session right now. For information on our prices and class schedule, visit www.fitnessyogastudio.com. If you’d like to speak to one of our yoga instructors about our classes and philosophy, leave your name, phone number, and a detailed message, and we will call you back as soon as we can. Thank you and Namaste.
Vacation Voicemail Greetings
Vacation voicemail greetings communicate important information while individuals are out of the office over an extended period, but can also be used as the greeting on the company’s main number. For example, a company hosting an offsite meeting may also require this greeting type. Vacation voicemails should communicate to customers and/or co-workers what they should do while you are gone, who they should reach out to in your place, and advise when you’ll be back.
Here are a couple of individual and company vacation voicemails scripts:
Example Individual Vacation Voicemail Greeting (Funny)
Thank you for calling ____________ with ____________. I am on vacation the week of July 25th. While I’m away, contact John Rogers at extension 1568 for orders or quotes. Because I’m taking my kids to Disney World and will welcome an excuse to leave them with my husband for at least 30 minutes, please call me on my cell phone for urgent matters at (212) 555-1212. Don’t be shy. Thank you, and I look forward to connecting with you when I return.
Example Company Vacation Voicemail Greeting
Hello, you’ve reached ___________. The store will be closed for our annual all-company vacation retreat from August 1st through the 15th. Although our retail location will be closed, our online store and customer service team will be available to assist you during our normal business hours, Monday through Sunday 7 a.m. to 9 p.m. EST. Thank you and we’ll see you when we return.
Holiday Voicemail Greetings
Holiday voicemail greetings are useful when your business has special holiday schedules or promotions during specific times of the year. These voicemail greetings should acknowledge the holiday and provide important information to callers, such as promotions that may be taking place or limited or expanded hours of operation during the holiday season or weekend.
Here are a few holiday voicemail greetings you can use in your business:
Example Company Winter Holiday Voicemail Greeting
Happy holidays. You’ve reached the voicemail for ________________ Bakery. It’s that time of year, so act fast and place your holiday order for 20% off. To place an order for Hanukkah, press 1. To place an order for Thanksgiving, press 2. And, for Christmas orders, press 3. For all other orders, press 4. If you’d like to leave a message, please wait for the tone. Leave your name, phone number, and reason you’re calling. We’ll call back in 24 hours. Have a great day.
Individual Labor Day Voicemail Greeting
Happy Labor Day! You’ve reached _________, the general manager of _____________. We are celebrating Labor Day by being hard at work for you. All of our ________ (product/service) are on sale, today only, for 20% off. If you need a ___________, stop by today during normal business hours, which are 8 a.m. to 10 p.m., or press 0 and you’ll be transferred to customer service. Otherwise, leave a message and I will call you back in 24 hours. Thank you!
Industry-Specific Voicemail Greetings
Industry-specific voicemail greetings are important when your business operates in an industry, like the financial or medical industries, that 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, such as catering or deliveries. These voicemail greetings should be very clear and specific.
Below are a few examples of industry-specific voicemail greetings:
Example Financial Consultant Voicemail Greeting
Hello, you’ve reached ______________, financial consultant for ____________. 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 0 to speak to one of my business partners. Note that we do not take instructions to buy or sell financial instruments via voicemail. Thank you and have a wonderful day.
Example Doctor’s Office Voicemail Greeting
Thank you for calling ____________ (doctor’s office). If this is an emergency, please hang -up and dial 911. If you’re calling to schedule an appointment, press 1. If you’re calling about insurance or billing, press 2. For our office hours and location, press 3. To speak to our receptionist, press 4. If you’ve reached us after hours, press 5 to page a doctor on call or 6 to leave a voicemail message. Thank you for calling.
Example Restaurant Voicemail Greeting
Thank you for calling __________. We are located at __________. You’ve either reached us after hours or during one of our busy times. To make reservations, press 1. For carryout orders, press 2. For deliveries, press 3. For catering, press 4. For parties and special events, press 5. If you’d like to leave a message in our general mailbox, leave your name, phone number, and a detailed message, and someone will call you back in 24 hours.
Promotional Voicemail Greetings
Promotional voicemail greetings are great for generating awareness for special campaigns or initiatives. These voicemail greetings should highlight your campaign, yet still convey core information that your callers need or expect, like location and hours of operation for retail businesses.
Below is a promotional voicemail greeting script to help you generate your own:
Example Promotional Voicemail Greeting
Hello and thank you for calling during our annual clearance sale, where you can get up to____% off our clearance merchandise. Hurry. This sale ends on_________ (date). You’ve reached our general company voicemail box. To leave a message, provide your name, phone number, and reason for calling after the tone, and one of our sales associates with get back to you within one business day. Thank you for calling.
Seasonality Voicemail Greetings
Seasonal voicemail greetings communicate important information or initiatives driven by the seasons. These voicemail greetings should provide seasonal information relevant to your business, like shorter summer hours or extended hours during the black Friday weekend. They can also communicate opening and closing of businesses during certain seasons.
Below is a seasonal voicemail greeting script to help you generate your own:
Example Summer Hours Seasonality Voicemail Greeting
Namaste and thank you for calling _________ Hot Yoga Studio. Please note that our summer hours and schedule are in effect until this fall. For our summer hours, press 1. For our summer schedule and outdoor pop-up yoga sessions, press 2. To leave a message, wait for the tone and someone will return your call within one business day. Thank you.
Business Transition Voicemail Greetings
Business transition voicemail greetings communicate important information resulting from changes to your business activities driven by things like new management, new locations, 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:
Example Business Transition Voicemail: Remodeling
Thank you for calling _________ Gas Station and Car Spa. We are remodeling to provide the best service for you and your vehicle. We will be closed during remodeling, but will re-open in the spring of 2019. If you’d like to view our progress, visit us at ________________.com, where you can get updates and sign-up for re-opening specials and coupons. Thank you for your call and we’ll see you in the spring of 2019.
Example Business Transition Voicemail: New Management
Hello, you’ve reached the voicemail for Pierre’s French Bistro. We are under new management by Chef ______________. On March 12th, we are hosting a grand re-opening, where you can meet us and sample both new and old menu items from 12 p.m. to 4 p.m. At 6 p.m., join us for a wine and beer tasting in our new tasting room. To leave a general voicemail, press 1 and someone will call you back within one business day.
Example Business Transition Voicemail: Moved to New Location
Thank you for calling Nancy’s Hair Salon and Spa. We’ve moved to a new location. We will be opening our new location on Saturday, April 13th. For directions to our new location, press 1. For hours of operation, press 2. To schedule a hair appointment, press 3. To schedule manicure or pedicure services, press 4. To schedule a spa appointment, press 5. Thank you and we look forward to seeing you at our new location.
After Hours Voicemail Greetings
After hours voicemail greetings let your callers know how to do business or communicate with you outside of normal business hours. These voicemail greetings should let callers know what they should do to leave a message, how to get in touch with you if there is an emergency, and what time your business will reopen.
Below are some after hours voicemail greeting scripts you can use to develop your own:
Example After Hours Voicemail Greeting
Hello, you’ve reached ________________ (business name) located at _____________ (business location). We are currently closed. Our normal business hours are ____________ (normal business hours). If you’d like to leave a message, do so after the tone. Thank you and we hope to see you soon.
Example Retail Business After Hours Voicemail Greeting
Hello, you’ve reached the voicemail for Mike’s Coffee Shop, located at the corner of 4th and 10th Avenues. We are currently closed. Our normal business hours are Monday through Friday 5 a.m. to midnight, and Saturday and Sunday 7 a.m. to 10 p.m. If you’d like to leave a message, do so after the tone. Thank you and we hope to see you in our coffee shop soon.
Example Medical Practice After Hours Voicemail Greeting
You’ve reached the after hours voicemail for Newberry Medical Group. If this is an emergency, please hang up and dial 911. To page the doctor on call, press 1 and you will be transferred to our answering service. For information on our hours and location, press 2. To leave a voicemail for our billing department, press 3. To leave a voicemail in our general mailbox, press 4. Thank you for calling.
How to Record Professional Voicemail Greetings
The process of recording professional voicemail greetings is simple, but can still be a challenge for both business owners and individuals who may not know what to say or how to sound. We’ll walk you through five steps to record professional voicemail greetings and highlight technology and resources to help.
Here are five steps you should take to record professional voicemail greetings:
1. Define the Purpose of Your Voicemail Greeting
The first thing you should do is define your purpose. You should be able to answer the question, “Why am I recording voicemail greetings?” Is it because you get a lot of calls that you can’t answer, but don’t want to use an auto-attendant? Is it because a voicemail greeting can answer frequently asked questions and save you time? Define your why so you can clarify your greeting.
2. Brainstorm Voicemail Greeting Scenarios
Brainstorm all the situations your callers will be in when calling your business. Is it holiday season and your callers want details on your promotions? Has your local area been hit by a disaster and your callers want to know if you’re open for business? Think about likely scenarios and let them shape your professional voicemail greeting.
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, as it will set the tone for doing business with you. Is your brand more serious? If so, don’t use humor, be professional, and get straight to the point with your voicemail greeting.
4. Write Your Voicemail Greeting Script
Never wing it when it comes to a professional voicemail greeting. Always write a script so that you are more confident as you record it. Another advantage to writing a script is that you can give it to someone else to record for you without worrying if they will say something you don’t want them to say.
5. Record Your Greeting
Now you’re ready to record your greeting. If you decide to record your own voicemail greeting, go to a quiet place where you won’t be disturbed and record your message. If you decide to hire voice-over talent to record your professional voicemail greetings, use a service like Fiverr to select voice talent that aligns with your brand.
Technology for Professional Voicemail Greetings
It is important to choose the right technology when recording professional voicemail greetings. Today, there are tons of options, including CRMs like Freshsales with built-in VoIP dialers that allow you to set up and record voicemail greetings. There are also robust phone systems like RingCentral that allow you to set up and record professional voicemail greetings.
RingCentral Voicemail Features
RingCentral offers several voicemail features for different situations. Using RingCentral, you can record voicemail greetings for different situations such as office hours, weekends, and holidays, store as many greetings as you’d like in your online account, or make use of its partnership with Snap Recordings to have your voicemail greetings professionally recorded with voice-over talent. Check out our article for more information on other VoIP features.
Freshsales CRM Voicemail Features
Freshsales is a CRM with a built-in dialer that offers voicemail features for every phone number you create, whether it’s for an individual, a team, or for your company general mailbox. It’s also our pick as the best overall CRM for small business thanks to features like the ability to record voicemail greetings inside of the CRM, upload pre-recorded greetings, or submit written professional voicemail greeting scripts and have them converted into voicemail greetings for you.
The Bottom Line
Recording professional voicemail greetings can be a challenge for both businesses and individuals, but these messages are critically important for establishing your business’ credibility. You can save yourself time by using one of our scripts as a starting point for your professional voicemail greetings.
However, your ability to respond to voicemail in a timely manner depends on the quality of your phone service provider. If you’re looking for a robust telephone system and assistance with professional voicemail greetings, RingCentral with Snap Recordings is a great resource for creating voicemails using professional voice-over artists. Give it a try with a free trial.