This article is part of a larger series on VoIP.
Professional voicemail greetings provide your missed callers with informative, friendly messages that reflect your brand while telling your customers what to do. To help you give callers the key information they need in a way that makes your business shine, we’ve created 13 professional voicemail greeting scripts you can use to address common business scenarios.
Key Elements of Professional Voicemail Greetings
Your voicemail greeting might be one of the first contacts a customer has with you or your business. A well-made recording that touches on the right points can help you make a good first impression. You’ll probably change your voicemail greeting from time to time to accommodate different scenarios, but there are a few elements you’ll want to include in your greeting regardless of the situation:
- Brief introduction
- Thank the person for calling
- Explain why you can’t take their call
- Provide information your caller might want to know
- Invite the caller to leave a message so you can return their call, or let them know when they should call back
Some of the best business phone systems allow you to create multiple voicemail greetings so that you don’t have to constantly re-record your greeting. This is a great feature as it gives you the option to have different voicemail greetings depending on whether a call comes in during or outside of business hours.
You can learn about other ways to make the most out of your phone system by visiting our article business phone features. Continue reading to learn more about other common business scenarios that benefit from you using a specialized greeting and examples of how you can incorporate the key elements into your professional greeting.
Personal Work Phone Voicemail Greetings
Individual voicemail greetings are created by employees for their specific number or extension. Some phone systems allow employees to specify a primary greeting and set secondary messages to cover absences or vacations. When creating an individual voicemail greeting, clearly identify yourself, your role, and your company, and let the caller know when you will be able to return their call.
Here are a few voicemail greeting scripts you can use with your personal work phone extension:
On Another Call Example Script
Hi, this is [YOUR NAME] from [COMPANY NAME]. I’m on another call, but please leave your name and phone number, and I’ll call you back as soon as I can. I apologize for any inconvenience. Thank you, and I look forward to speaking with you.
Out of the Office Example Script
Thank you for calling. This is [YOUR NAME] with [COMPANY NAME]. I’m out of the office today and will return on [DATE]. Please leave a detailed message with your name and number and I’ll return your call. Thank you.
Out of Office (Emergency Alternative) Example Script
Hello. You’ve reached the voicemail of [YOUR NAME] in [DEPARTMENT]. I am out of the office today and will return on [DATE]. If you need immediate assistance, please contact [CO-WORKER NAME] at [PHONE NUMBER and EXTENSION]. If it’s not urgent, please leave a detailed message, and I will return your call. Have a great day.
After-hours Example Script
Hi, this is [YOUR NAME] from [COMPANY NAME]. It looks like you’ve made a call after our business hours, which are 8:00 a.m. to 5:00 p.m., Monday through Friday. If you need immediate assistance, please dial our customer support center at [PHONE NUMBER and EXTENSION]. Otherwise, please leave a message after the tone, and I’ll give you a call back during regular business hours. Thank you.
Extended Away Message Example Script
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 leave a message for me or call back after [DATE]. Thank you.
Main Business Phone Line Voicemail Greetings
The business phone voicemail greeting is what callers hear when they dial your main business number. Most business phone systems provide an auto-attendant to allow you to redirect callers to the correct extension. However, if that’s not an option, we have other scripts you can use too.
Businesses With an Auto-attendant Example Script
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 [DESIGNATED NUMBER]. If you‘d like to leave a message, please wait for the tone. Thank you.
Business Without an Auto-attendant Example Script
Hello, you’ve reached [COMPANY NAME]. We’re unable to take your call right now. Please visit our website at [WEBSITE ADDRESS] for our hours of operation, address, and current promotions. If you‘d like to leave a message, please wait for the tone.
Extended Closure Example Script
Hello, you’ve reached [COMPANY NAME]. Our store is closed for [REASON: REMODELING, RETREAT, ETC.] from [DATE] through [DATE]. Although our location is closed, our website remains open to assist you and take orders. Please visit us online at [WEBSITE ADDRESS] or leave a message after the tone and we’ll call you back during business hours. Thank you.
Adjusted Hours Example Script
Thank you for calling [COMPANY NAME]. Please note that we have reduced hours during the [SEASON] and will return to our regular hours on [DATE]. Our off-season hours are 8:00 a.m. to 5:00 p.m., Monday through Thursday. For information, press [DESIGNATED NUMBER]. Otherwise, please leave a message after the tone, and someone will return your call during business hours.
New Office Example Script
Thank you for calling [COMPANY NAME]. We are proud to announce we’ve moved to a new location to better serve our customers. Our new address is [ADDRESS]. For directions to our new location, press [DESIGNATED NUMBER]. For hours of operation, press [DESIGNATED NUMBER]. To leave a message, press [DESIGNATED NUMBER] or wait for the tone. Thank you.
Holiday Voicemail Greetings
Your customers may call your business even when you’re closed on holidays like July 4th or Thanksgiving. Here’s a couple of voicemail greetings you can use if they do:
Holiday Greetings Example Script
Hello, you’ve reached [COMPANY NAME]. We’re currently closed from [DATE] to [DATE] to celebrate the holidays. Please leave a message after the tone, and we’ll return your call as soon as we can. Thank you.
Holiday Emergency Contact Example Script
Hello, you’ve reached [COMPANY NAME]. Our office is closed from [DATE] to [DATE] to celebrate the holidays. If this is urgent, please dial [PHONE NUMBER and EXTENSION] to reach our 24/7 customer support team. If not, please leave a message after the tone, and we’ll get back to you as soon as we can. Thank you.
Promotional Voicemail Greetings
You might want to tailor your voicemail greetings to share promotional information. For example, if there’s a significant discount or new product being offered, you could briefly mention it. However, make sure this information doesn’t detract from the core information your caller likely needs, like location and hours of operation.
Promotional Voicemail Example Script
Thank you for calling [COMPANY NAME]. We’re offering free shipping with all orders and a free consultation with any order over $100 for a limited time. For more information, or to place an order, press [DESIGNATED NUMBER]. To leave a message, please press [DESIGNATED NUMBER].
5 Tips for Creating Professional-sounding Voicemail Greetings
Your voicemail greetings need to hit the most important points to deliver the right message. Get it wrong, and your caller might not leave a message or call back. Get it right, and your business could leave a good impression.
With that in mind, here are a few tips for creating professional voicemail greetings:
- Use a script: Regardless of your brand, it’s best to use a script to ensure you sound professional and touch on everything you need to. Casual voicemail messages may leave a poor impression.
- Keep it short and sweet: Your caller wanted to talk to you. When they start to hear the voicemail greeting they may feel disappointed. Skip straight to what they need to know, so you don’t waste their time.
- Provide any helpful information you can: Answer your customers’ top questions. For example, if most customers call about store hours or shipping notifications, provide relevant information in your greeting.
- Give your customers options: Your caller might not want to leave a message or call back later. Give them other options to resolve issues immediately, such as visiting your website or calling a different number.
- Eliminate distractions: You don’t want background noise or hard-to-understand speakers impacting your voicemail greeting.
If you can’t find a quiet location to record your recording or want to ensure your greeting is as clear as possible, another option to consider is hiring a professional to record your messages. Some business phone systems, like Grasshopper and Nextiva, offer free or add-on options to hire a professional voice talent to record your message. However, you can also check out our guide on the best professional greeting providers for other options.
Frequently Asked Questions (FAQs)
How do you make a good voicemail greeting?
Use a script and record your message multiple times. You likely won’t get it perfect the first time, and that’s OK. Keep recording until you’re satisfied with your message. Try beta testing your voicemail greeting with trusted customers or colleagues to get their feedback.
What should you say in your voicemail greeting?
Answer questions commonly asked by your customers when they call you or your business. If you’re unavailable, let them know when you’ll be back and what to include in their message to help you reach them promptly.
Should you have a funny voicemail greeting?
Funny voicemail greetings are usually not a best practice for business-related professional voicemail greetings. However, if your brand is on the light, funny side, it might be appropriate. If you decide to experiment, check with a small group of customers to get their initial feedback.
How long should a professional voicemail greeting be?
Voicemail greetings should be short and sweet. Try to limit your voicemail greeting to 30 seconds or less to save your customer’s time and patience.
Recording a voicemail greeting for your business can be challenging, but these messages are essential for establishing your credibility and professionalism. Save time and energy 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 create a professional, reliable voicemail greeting. It includes instant response and custom greetings, as well as access to the Grasshopper Voice Studio and professional voice talent for a one-time fee of $75. Start a free trial to experiment with the platform and see for yourself.