Table of Contents
With more than $6 billion in global revenue, voicemail marketing is one of the most lucrative forms of communication. But what makes a professional voicemail successful? Find out how to incorporate these key elements and examples from leading companies such as Chase & Wells Fargo.
Professional voicemail greetings deliver educational, polite messages to your missed calls that match your brand while instructing your consumers on what to do. We’ve curated 13 professional voicemail greeting scripts you can use to handle typical business circumstances and provide callers with the vital information they need in a manner that makes your brand sparkle.
Professional Voicemail Greetings: Key Elements
One of the first interactions a consumer has with you or your company may be via your voicemail greeting. A well-produced tape that hits all of the keynotes might help you establish a positive first impression. You’ll probably update your voicemail greeting from time to time to meet new conditions, but there are a few things you should always include in your welcome:
- A brief overview
- Thank the caller for their time.
- Please explain why you are unable to accept their call.
- Provide any information you think your caller would be interested in.
- Invite the caller to leave a message so that you may return their call or inform them of when they should call back.
You may generate several voicemail greetings with some of the top business phone systems, so you don’t have to re-record your greeting all the time. This is a fantastic feature since it allows you to have distinct voicemail greetings based on whether a call is received during or after office hours.
Voicemail Greetings for Personal and Work Phones
Employees generate personalized voicemail greetings for their unique phone number or extension. Employees may create the main greeting and additional messages to cover absences or vacations on certain phone systems. When generating a personalized voicemail greeting, make sure to properly identify yourself, your job, and your firm, as well as when you will be able to return the call.
You may use the following voicemail greeting scripts with your own work phone extension:
Example Script for Another Call
Hello, my name is [YOUR NAME] and I work at [COMPANY NAME]. I’m on the phone with someone else right now, but please leave your name and number and I’ll call you back as soon as I can. Please accept my apologies for any difficulty this has caused you. Thank you, and I hope to chat with you soon.
Script for an Out-of-Office Situation
Thank you for your call. [YOUR NAME] here with [COMPANY NAME]. Today I’m out of the office, and I’ll be back on [DATE]. I’ll call you back if you leave a thorough message with your name and phone number. Thank you very much.
Example Script for Out of Office (Emergency Alternative)
Hello. You’ve reached [YOUR NAME’S] voicemail in [DEPARTMENT]. Today I’m out of the office and will be back on [DATE]. Please call [CO-WORKER NAME] at [PHONE NUMBER and EXTENSION] if you need urgent help. Please leave a detailed note if it is not urgent, and I will return your call. Have a wonderful day.
Example Script for After-Hours
Hello, my name is [YOUR NAME] and I work at [COMPANY NAME]. It seems that you called after our regular business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday. Please contact our customer service center at [PHONE NUMBER and EXTENSION] if you need urgent help. Please leave a message after the tone and I will return your call during normal business hours. Thank you very much.
Script for an Extended Away Message
Hello, you’ve arrived at [YOUR NAME]. I’ll be away of the office for an extended period of time, till [DATE]. Please contact my coworker [NAME] at [PHONE NUMBER and EMAIL ADDRESS] if you want help before I return. Otherwise, please leave a note or contact me back after [DATE]. Thank you very much.
Voicemail Greetings for the Main Business Line
When callers dial your primary business number, they will hear your company phone voicemail greeting. Most corporate phone systems have an auto-attendant feature that allows you to route calls to the appropriate extension. If that isn’t an option, we also have additional scripts you may utilize.
Example Script for Businesses with an Auto-Attendant
[COMPANY NAME] appreciates your call. We are currently unable to accept your call. One is the number of hours of operation. Press two to get our address. Press [DESIGNATED NUMBER] for information about forthcoming events. Please wait for the tone if you want to leave a message. Thank you very much.
Example Script for a Business Without an Auto-Attendant
You’ve arrived at [COMPANY NAME]. We’re sorry, but we’re unable to accept your call at this time. For hours of operation, location, and current deals, please check our website at [WEBSITE ADDRESS]. Please wait for the tone if you want to leave a message.
Script for an Extended Closure
You’ve arrived at [COMPANY NAME]. From [DATE] until [DATE], our shop will be closed for [REASON: REMODELING, RETREAT, ETC.]. Despite the fact that our physical store is closed, our website is still available to serve you and accept purchases. Please go to [WEBSITE ADDRESS] or leave a message after the tone, and we’ll call you back within business hours. Thank you very much.
Example Script for Adjusted Hours
[COMPANY NAME] appreciates your call. Please note that our hours have been decreased for the [SEASON] and will resume on [DATE]. Our off-season hours are Monday through Thursday, 8:00 a.m. to 5:00 p.m. Press [DESIGNATED NUMBER] for further details. If you call after the tone, please leave a message and someone will call you back during office hours.
Script for a New Office
[COMPANY NAME] appreciates your call. We’re excited to report that we’ve relocated to better serve our clients. [ADDRESS] is our new address. Press [DESIGNATED NUMBER] for instructions to our new location. Press [DESIGNATED NUMBER] for operating hours. Press [DESIGNATED NUMBER] or wait for the tone to leave a message. Thank you very much.
Greetings for the Holidays on Voicemail
Customers may contact your company even if you are closed for holidays such as July 4th or Thanksgiving. If they do, here are a handful of voicemail greetings you may use:
Example Script for Holiday Greetings
You’ve arrived at [COMPANY NAME]. Due to the holidays, we will be closed from [DATE] to [DATE]. After the tone, please leave a message and we will answer your call as soon as possible. Thank you very much.
Script for a Holiday Emergency Contact
You’ve arrived at [COMPANY NAME]. For the holidays, our office will be closed from [DATE] to [DATE]. If this is an emergency, please call [PHONE NUMBER and EXTENSION] to contact our customer service staff, which is available 24 hours a day, 7 days a week. If that is not the case, please leave a message after the tone and we will contact you as soon as possible. Thank you very much.
Greetings for Promotional Voicemail
You might personalize your voicemail greetings to include advertising content. For instance, if a substantial discount or new product is being given, you may mention it quickly. However, make sure this information doesn’t take away from the essential information your caller is looking for, such as your location and business hours.
Script for a Promotional Voicemail
[COMPANY NAME] appreciates your call. For a limited time, we’re giving free delivery on all purchases and a free consultation with any transaction over $100. Press [DESIGNATED NUMBER] for further information or to make an order. Please dial [DESIGNATED NUMBER] to leave a message.
5 Voicemail Greetings Tips for a Professional Appearance
To send the proper message, your voicemail greetings must touch the most critical elements. If you get it incorrect, your caller may not leave a message or return your call. If you get it correctly, your company could make a positive impression.
With that in mind, consider the following guidelines for crafting professional voicemail greetings:
- Use a script: Regardless of your brand, it’s crucial to stick to a script to ensure that you seem professional and cover all of the bases. It’s possible that casual voicemail messages may make a negative impression.
- Keep it simple: your caller wants to speak with you. They may be dissatisfied when they hear the voicemail greeting. So you don’t waste their time, get directly to what they need to know.
- Please include any relevant information: Respond to the most frequently asked queries by your clients. If most consumers contact to inquire about shop hours or shipment alerts, for example, include that information in your welcome.
- Give your clients a choice: Your caller may not want to leave a message or return your call. Provide customers with additional choices for resolving concerns right away, such as visiting your website or dialing a different phone number.
- Remove distractions: You don’t want your voicemail greeting to be harmed by background noise or difficult-to-understand speakers.
Another option to consider is hiring a professional to record your greetings if you can’t locate a calm spot to record your audio or want to guarantee your welcome is as clear as possible. Some business phone systems, such as Grasshopper and Nextiva, let you hire a professional voice talent to record your message for free or as an add-on.
Most Commonly Asked Questions (FAQs)
What goes into creating a decent voicemail greeting?
Make use of a script and make many recordings of your message. It’s possible that you won’t do it right the first time, and that’s OK. Continue recording until your message is complete. To receive feedback on your voicemail greeting, beta test it with trustworthy customers or coworkers.
What should your voicemail greeting say?
When clients contact you or your company, you should be prepared to answer their queries. If you’re unavailable, let them know when you’ll be returning and what they should include in their message so you can contact them as soon as possible.
Conclusion
It might be difficult to record a voicemail greeting for your company, but these messages are critical for establishing your trustworthiness and professionalism. Use one of our scripts as a starting point for creating your own unique message to save time and effort.
