Business Voicemail Greetings: Top 5 Sample Scripts
Business voicemail greetings are underrated. When your customers call your phone system after hours or when your business is closed, they hear your voicemail recording. The voicemail greeting they receive is another opportunity for your company to make a great impression instead of disappointing them or playing a generic message. Do not let this opportunity go to waste. Instead of having a generic voicemail greeting with only the bare minimum of information your customers may need, craft your business voicemail greeting to include a customized message that helps them feel valued, recognized and happy to call again in the future. Of course, you should also make sure your professional voicemail greeting supplies whatever they need to know and lets them know how better to reach your business in the future, such as by providing an email address.
Any professional voicemail greeting should include the basic information for you or your business, as well as instructions for the caller to leave a message if they would like to be called back. Beyond that, there are a few other things you should consider including in whatever business voicemail greetings you create.
Components Business Voicemail Greetings Need:
- Introduction—Your name, business name or both. You may also want to mention your business hours and any upcoming closures, if applicable.
- Request—Ask callers to leave their name and phone number, etc.
- Alternate Contact—If relevant, leave an alternate phone number or email address. You can also specify contact info for urgent messages or direct callers to the main company phone system.
- Closing—End the professional voicemail greeting with a “thank you” and mention how you or your team will respond to voicemail messages or follow up with callers later. If possible, provide an estimated timeframe.
While those are generally the necessary components to include in a professional voicemail greeting, there’s a lot more strategy that can go into creating just the right business voicemail greeting to impress potential customers and to help your company make a good impression.
In this article, we aim to help you create your own business voicemail greeting. To help you get started, we have come up with a few different small business voicemail greeting examples and other scripts that can be used to create a variety of voicemail greetings for different purposes. There are personal, company-wide, department, holiday, vacation and emergency greetings you can adapt for your business. Just take these sample scripts and begin customizing them to your own needs, business and industry.
Your professional voicemail greeting does not have to follow these small business voicemail greeting examples exactly, and you can draw inspiration from multiple samples if you need to. By the end of this article, you should have a good idea of what you want in your message and which messages your business needs.
In every greeting or recording, try to mention a bit about yourself or your business, include an alternate phone number or email if necessary and mention what information callers should leave in their messages. If you want callers to reach you with urgent messages, give them another contact to reach in case of an immediate need. Thank your callers for trying to reach you, and provide them with a brief message that includes information about how you plan to follow up.
Every business should also prepare emergency greetings for their phone system just in case of a sudden closure, inclement weather or another problem. That way, you can quickly record a brief emergency message to help alert callers to the issue. Be sure to direct callers to your website, if applicable, for more information about your business or another means of connecting with you directly.
- Personal Voicemail Greeting
- Company Greeting
- Department Voicemail Greeting
- Vacation Voicemail Greeting
- Emergency Voicemail Greeting
1. Personal Voicemail Greeting
Keep your personal voicemail greeting short and succinct, with your brief message containing only the information callers really need. If you have questions for them to answer in their voicemails, be sure to specify in your recording exactly what information you need. Maintain a professional air and keep it informative. The tone can be business-casual. Here is an example of a personal voicemail greeting script:
“Hi, you’ve reached the voicemail box of Jeff Greenlund. I’m not available to answer the phone right now. My office hours are Tuesday through Friday, 9 AM to 5 PM. Please leave your name and phone number and I’ll get back to you soon. If your call is urgent, you can also reach the main office at 555-956-9328. Thanks!”
You can list your office hours, ask callers to leave a name and phone number, and provide an alternative number if you need to, such as a cell phone or receptionist number. Be sure to end the greeting with your appreciation—a simple “thanks!” is usually fine for personal voicemail greetings.
2. Company Greeting
With a company voicemail greeting, stay a little formal and provide your listeners with some options. Remember you are representing not only yourself but also the organization the caller is trying to reach. Thank callers at the start of the call and quickly move right into information that callers need. When callers are trying to reach you, they may be unaware of your business hours, so it is a good idea to include this information. Here is an example of a company voicemail greeting script:
“Thank you for calling Northridge Engineering and Associates. No one is available to answer your call right now. Our business hours are Monday through Friday from 8 AM to 6 PM. Please leave your name and phone number so someone from our team can follow up with you. For more information, please visit www.northridge.com.”
Include the name of your business, your business hours, and the information you really need from callers, such as a phone number or email address at which you can contact them if they would like a response. Also, be sure to mention how your team will follow up if they leave a message. You should also include your website, if applicable, or provide an alternate phone number at which your company can be reached.
3. Department Voicemail Greeting
For a department greeting, you really want to provide more information about your department and give callers an idea of where your personnel might be and how they will follow up if callers leave a message. Keep it short, but provide sufficient information for callers to feel acknowledged and to be able to help you get back in touch with them in whatever way works best for them.
“You’ve reached the service department of Bill’s Automotive. All of our personnel are currently in the shop or helping customers. Please leave your contact information and we’ll get back to you as soon as possible. Or, you can email us at email@example.com.”
This greeting provides callers with another means of reaching the department, too, which can help customers feel like they have another option instead of having to just leave a message and then wait to hear back. You could also provide an alternate phone number or a website URL in your department voicemail greetings.
4. Vacation or Holiday Voicemail Greeting
Closing during a vacation or holiday does not mean that callers should have to just wonder and wait for your return. You should leave a voicemail greeting that lets callers know you are closed and gives them an idea of when you will return. You can also provide them with options for reaching you or information about when you will be following up with responses to any messages that are left. During the closure, you can check your voicemail remotely or continue responding to calls using your VoIP system. If it is a holiday closure, you can also leave a holiday greeting, if it is appropriate to do so and mention when you will reopen after the holiday.
“Thank you for calling Medieval Toys and Games. Our shop is closed for Christmas Day, December 25th. We will reopen on December 26th at 8 AM. Our normal business hours are Monday through Saturday, 8 AM to 8 PM and Sunday from 8 AM to 6 PM. Please leave your message after the tone. Have a great Christmas, and we look forward to seeing you soon.”
Do not forget to update the message in your voicemail greetings when you reopen after the holiday or your vacation. It may frustrate your customers or make your business look unprofessional if you forget to change a vacation or holiday voicemail back to the usual message, and that can have a negative impact on your business.
5. Emergency Voicemail Greeting
In an emergency situation where you need to close your business temporarily, your voicemail greeting should be changed to notify customers that your business is closed. You do not need to tell callers specifics unless the emergency affects everyone in your area.
If the emergency only affects your business, then keep your existing greeting but remove the office hours:
“Thank you for calling Martinson Accounting, LLC. We are currently closed. Please leave your name and phone number so someone from our team can follow up with you. For more information, please visit us at www.martinsonaccounting.com.”
For emergencies impacting your community, it is good to explain the circumstances if they impact your business.
“Thank you for calling Southside Coffee. We are currently closed due to the inclement weather. Our normal business hours are Monday through Friday, 6 AM to 10 PM and Saturday and Sunday from 7 AM to 6 PM. Please visit www.southsidecoffee.com to order our products and to check our schedule during the snowstorm.”