Need professional IVR and phone menu scripts? Grab 100+ templates for daytime, after-hours, holiday, dial-by-name, and departmental menus — plus best practices, compliance language, and quick CTAs to get them recorded.
Why Phone Menu Scripts Matter
Your callers don’t want to wait - they just want the person or information they need, as quickly as possible. A professional-sounding phone menu does exactly that: it clearly guides them straight to the right department, person or information, delivers any required compliance or emergency info upfront, and keeps the prompts simple for callers. Think of it like a well-organized work-place: everything in its place, easy to find what you need, and easy to use.
Phone Greeting Best Practices Every Business Should Follow in 2026
Do:
- Be concise — skip long intros before listing options.
- State company/department right away.
- Mention direct lines first — “If you know your party’s extension, you may dial it now.”
- Prioritize key options — list the most common or important prompts first.
- Nest routine info in extensions — instead of reading every detail to all callers, place optional info behind a button press. Example: “For hours and location, press 2.” This keeps your main menu short, avoids frustrating callers who don’t need the info, and frees your support team to handle real questions.
- Use expressive, human-first prompts — describe the action or problem instead of just department names, especially if you notice callers end up speaking to the wrong department. Examples:
- “To check your appointment status, press 1.”
- “If you need assistance with an existing order, press 2.”
- “To speak with a sales specialist about solutions for small businesses, press 3.”
- “If you have a billing question, press 4.”
Don’t:
- Overload the menu — keep ≤6 options; use submenus if needed.
- Use jargon callers may not understand.
- Leave menus outdated — refresh seasonally or when staff/services change.
- Bury critical info like emergency or compliance notices.
- Force unnecessary details (hours, location, etc.) into the main greeting; nest them instead.
- Begin with “Hello” or other filler greetings — start with “Thank you for calling [Company].”
- Be ambiguous — don’t just list department names. Callers rarely know them; describe the problem or action they want. Example: “For billing questions, press 1” instead of “Press 1 for Accounting.”
Compliance & Emergency Notices
Best Practice: Place these at the start of the greeting or before menu options when required:
- If this is a medical emergency, hang up and dial 911.
- This call may be monitored or recorded for quality and training purposes.
- Please note: trade instructions given by voicemail cannot be executed.
- Prescription instructions provided over voicemail cannot be requested; please speak with our staff directly
- For security, this call may be recorded. Do not share confidential account information over voicemail
- Please note: we will never call or send text message requests asking for your Account information
Menu Introductions
Best Practice: Use at the beginning of any menu or submenu:
- If you know your party’s extension, you may dial it now.
- Please select from the following options.
- Please note, our menu options have recently changed.
Language & Accessibility options
Best Practice: Use these prompts first:
- For English, press 1. Para Español presione, 2.
- Please select from the following options.
- Please note, our menu options have recently changed.
Menu Navigation
Best Practice: Help callers navigate your menus by including these prompts at the end of your message:
- To repeat these options, press star.
- To return to the previous menu, press pound.
Department Menus & Submenus: Guide Callers Efficiently
Best Practice: Not every option needs to be in the main menu. If your business has multiple departments, services, or technical areas, use department menus or submenus to guide callers without overwhelming them. Remember, the goal is to keep the top-level main menu short—6 options or fewer—and then branch into submenus to clarify intent and route callers to the right information or expert to address their needs.
For example, a tech support line might look like this:
Main Menu Selection: "For Tech Support, press 1." →
Submenu:
If you have an existing support ticket, press 1.
For Software issues, press 2.
For Hardware issues, press 3.
To return to the main menu, press star.
Or a potential seller calling a Real Estate Agency might see a submenu like this:
Main Menu Selection: “For home sales, press 2.” →
Submenu:
To request a home valuation or market analysis, press 1.
To Schedule an appointment with a listing agent, press 2.
For Questions about selling process or paperwork, press 3.
Using submenus keeps your main menu concise, reduces caller frustration, and helps them reach the right person faster.
Want to see more? Scroll down for full departmental menu examples and ready-to-use templates.
Daytime Greetings
Plays during normal business hours (Open-Hours / Welcome Messages) ; typically the first message that plays to callers so be sure to state the company name immediately.
When to use: Opening greeting on business lines, main number, or IVR start.
Templates — Short & Professional
Template A (Simple):
Thank you for calling [Company].
If you know your party’s extension, you may enter it at any time.
For [Name], [Job Title], press [number].
For [Department], press [number].
For all other calls, please stay on the line.
Template B (With Hours & Tagline):
Thank you for calling [Company]! [Motto/Tagline]
Our business hours are [Opening Time] to [Closing Time], Monday through Friday.
Please choose from the following options:
For [Department], press [number].
To repeat this menu, press [number].
Template C (Concise Multi-Location):
Thanks for calling [Company].
For [City] location, press [number].
For [City] location, press [number].
For directions and hours, press [number].
To speak with an operator, press [number].
Industry Examples
Want these greetings recorded professionally or generated instantly with AI voices?
Explore Phonzai (AI Voices + Music) or Snap Recordings RealVoice (Professional Voice Talent).
Automotive IVR Template
Thank you for calling General Ford. Believe in the drive!
If you know your party’s extension, you may enter it at any time.
For new vehicle sales, press 1.
For certified used vehicle sales, press 2.
For service, press 3.
For financing and loan inquiries, press 4.
To repeat this menu, press 5, or press 0 to speak with an operator.
Dental Clinic Daytime Greeting
Thank you for calling Happy Smile Dentistry. Your dental health is our priority.
If you know your provider’s extension, you may dial it at any time.
To schedule a cleaning or checkup, press 1.
For billing or insurance questions, press 2.
To speak with our office manager, press 3.
To repeat this menu, press 9.
Restaurant Front Desk IVR Script
Thank you for calling The Oakwood Bistro. We look forward to hosting you!
For reservations, press 1.
For catering inquiries, press 2.
For directions or hours, press 3.
To speak with the host, press 0.
Tech Support Expressive Greeting
Thanks for calling Zenith Tech Solutions.
If you know your technician’s extension, you may dial it now.
Experiencing issues with your device? Press 1.
Check the status of an open ticket? Press 2.
Need help setting up a product? Press 3.
To speak with a technician, press 0.
Banking & Credit Union Phone Menu
Thank you for calling First National Bank. For your security, we may record this call.
If you know your representative’s extension, you may dial it at any time.
For account balances or transaction inquiries, press 1.
To report a lost or stolen card, press 2.
For loan applications or questions, press 3.
To speak with a customer service representative, press 0.
Medical Practice Daytime Greeting
Thank you for calling Pratt Family Medical. Your health and safety are our priority.
If this is a medical emergency, hang up and dial 911.
If you know your provider’s extension, you may enter it at any time.
To schedule an appointment, press 1.
For prescription refills, press 2.
To speak with our nurse line, press 3.
Contractor & Home Remodeling IVR
Thank you for calling Elite Home Remodeling. Let’s bring your project to life.
If you know your project manager’s extension, you may dial it at any time.
For project estimates, press 1.
To schedule an on-site consultation, press 2.
For warranty or service questions, press 3.
To speak with a project manager, press 0.
Veterinarian Clinic Phone Menu
Thank you for calling Happy Paws Veterinary Clinic.
If this is an emergency, please hang up and call your nearest emergency vet.
If you know your veterinarian’s extension, you may dial it at any time.
To schedule a checkup, press 1.
For prescription refills, press 2.
To speak with a veterinarian, press 0.
Financial Services IVR Script
Thank you for calling Summit Wealth Advisors.
If you know your advisor’s extension, you may dial it now.
For account inquiries, press 1.
To speak with a financial planner, press 2.
For billing questions, press 3.
To repeat this menu, press 9.
Insurance Agency IVR Greeting
Thank you for calling SafeGuard Insurance.
If you know your agent’s extension, you may dial it at any time.
To file a claim, press 1.
For policy questions, press 2.
To speak with a licensed agent, press 0.
Retail Store Phone Menu
Thank you for calling Trendy Threads Boutique.
If you know your department’s extension, you may dial it now.
For store hours or location, press 1.
To check product availability, press 2.
For online order support, press 3.
To speak with a store associate, press 0.
Hotel & Hospitality Greeting
Thank you for calling Grandview Hotel. We’re happy to welcome you!
If you know your department’s extension, you may enter it at any time.
For reservations, press 1.
For event or conference bookings, press 2.
For directions and parking info, press 3.
To speak with the front desk, press 0.
Legal Firm Phone Menu
Thank you for calling Hartwell & Associates.
If you know your attorney’s extension, you may dial it at any time.
For new client consultations, press 1.
To reach a paralegal or support staff, press 2.
For billing or invoice questions, press 3.
To speak with an attorney, press 0.
Gym & Fitness Center Greeting
Thank you for calling Peak Performance Gym.
If you know your trainer’s extension, you may dial it now.
For membership questions, press 1.
To schedule a personal training session, press 2.
For class schedules or hours, press 3.
To speak with the front desk, press 0.
Pharmacy & Medical Supply IVR
Thank you for calling HealthFirst Pharmacy.
If this is a prescription or medication emergency, please call 911 or your nearest emergency service.
If you know your pharmacist’s extension, you may enter it at any time.
For prescription refills, press 1.
For insurance questions, press 2.
To speak with a pharmacist, press 0.
Daycare & Childcare Center Greeting
Thank you for calling Little Learners Academy.
If you know your child’s teacher or coordinator’s extension, you may dial it at any time.
For enrollment or admissions questions, press 1.
To report an absence, press 2.
For billing or payment questions, press 3.
To speak with the director, press 0.
Real Estate Agency IVR Script
Thank you for calling Prime Properties.
If you know your agent’s extension, you may dial it now.
For new property listings, press 1.
To schedule a showing, press 2.
For mortgage or financing questions, press 3.
To speak with an agent, press 0.
Travel Agency Greeting
Thank you for calling Wanderlust Travel Co.
If you know your travel advisor’s extension, you may enter it at any time.
To book a trip, press 1.
For travel insurance inquiries, press 2.
For flight or hotel support, press 3.
To speak with a travel advisor, press 0.
After-Hours Greetings
What it is: Plays when your business or location is closed. It informs callers of next steps, emergency options, and when to expect a response.
When to use: Outside normal business hours, on holidays if closed)
Quick Tips
- Be clear about hours and return times.
- Provide emergency instructions when needed (medical, safety).
- Offer self-service options if available (website, account portal).
- Offer voicemail or callback options.
Templates
Template 1 (Short):
Thank you for calling [Company]. We are currently closed.
If you know your party’s extension, you may enter it at any time.
To reach [Name], [Job Title] press [number].
To leave a message for our team, press [number].
Template 2 (Detailed with Hours):
Thank you for calling [Company]! [Motto/Tagline] Our offices are currently closed. Our normal business hours are [Opening Time] to [Closing Time], Monday through Friday.
To leave a message for [Department], press [number].
To repeat this menu, press [number]. Thank you.
Industry Examples
Need consistent after-hours messages for multiple locations?
Try Phonzai for automated script writing and instant updates, or order custom recordings through Snap Recordings.
Automotive After-Hours Greeting
You’ve reached General Ford outside of regular business hours.
If you know your party’s extension, you may dial it at any time.
For new vehicle sales inquiries, press 1.
For certified pre-owned vehicle questions, press 2.
To leave a message for our service team, press 3.
Please note self-service options, including appointment scheduling, are available at www.generalford.com.
Dental Clinic After-Hours Menu
Thank you for calling Happy Smile Dentistry. Our office is currently closed.
We are open Monday through Friday from 8 AM to 5 PM.
If this is a dental emergency, please hang up and call 911.
To leave a message for scheduling, press 1.
For billing, press 2.
To leave a message for the front desk, press 3.
Restaurant Closed Menu
You’ve reached The Oakwood Bistro outside of business hours.
For reservations or catering inquiries, press 1.
For directions or hours, press 2.
To leave a message for the host, press 0.
Tech Support After-Hours Greeting
Thanks for calling Zenith Tech Solutions. Our technicians are unavailable at the moment.
If you know your technician’s extension, you may dial it now.
For support regarding an existing ticket, press 1.
For software troubleshooting, press 2.
For hardware issues, press 3.
To leave a callback request, press 0.
Banking & Credit Union After-Hours Menu
Thank you for calling First National Bank. Our offices are currently closed.
Please note self-service options are still available on our website, www.fnb.com
For account balances or recent transactions, press 1.
To report a lost or stolen card, press 2.
To leave a message for our Loans team, press 3.
And for our general voicemail box, press 0.
Medical Practice After-Hours Greeting
You have reached Pratt Family Medical outside of normal business hours.
If this is a medical emergency, hang up and dial 911 or go to the nearest emergency room.
To speak with the on-call physician before 11 PM, press 1.
For prescription refill requests, press 2.
Otherwise, please call back during regular office hours.
Contractor & Home Remodeling Closed Menu
Thank you for calling Elite Home Remodeling. We are currently closed.
If you have an urgent issue affecting ongoing work on your property, please call our emergency line at 818-261-6723.
To request a consultation or estimate, press 1.
To leave a message for your project manager, press 2.
For all other calls, press 0.
Veterinarian Clinic After-Hours Greeting
You’ve reached Happy Paws Veterinary Clinic outside regular business hours.
If this is an emergency, please call your nearest emergency veterinary service.
To leave a message for your veterinarian, press 1.
For scheduling future appointments, press 2.
For a listing of nearby emergency clinics, press 3.
Financial Services After-Hours Menu
Thank you for calling Summit Wealth Advisors. Our offices are currently closed.
Please note that trade instructions left on voicemail cannot be executed.
If you would like to leave a message for your advisor, you may dial their extension now.
For a listing of advisor extensions, press 1.
To leave a message for a financial planner, press 2.
For billing questions, press 3.
Insurance Agency Closed Menu
Thank you for calling SafeGuard Insurance. We are currently closed.
To file a claim, press 1.
For policy questions, press 2.
To leave a message for a licensed agent, press 0.
Retail Store After-Hours Greeting
You’ve reached Trendy Threads Boutique outside of normal hours.
For store hours or location information, press 1.
To check product availability online, visit www.trendythreads.com or press 2.
To leave a message for a store associate, press 0.
Hotel & Hospitality Closed Menu
Thank you for calling Grandview Hotel. Our front desk is currently closed.
To make a reservation, press 1.
For event or conference bookings, press 2.
For directions or parking info, press 3.
To leave a message for the front desk, press 0.
Legal Firm After-Hours Greeting
You’ve reached Hartwell & Associates outside of business hours.
If you know your attorney’s extension, you may dial it now.
For new client consultations, press 1.
To leave a message for support staff, press 2.
For billing or invoice questions, press 3.
Gym & Fitness Center Closed Menu
Thank you for calling Peak Performance Gym. Our offices are currently closed.
For membership inquiries, press 1.
To schedule a personal training session, press 2.
For class schedules or hours, press 3.
To leave a message for the front desk, press 0.
Pharmacy & Medical Supply After-Hours Greeting
You’ve reached HealthFirst Pharmacy outside of business hours.
If this is a prescription or medication emergency, please call 911.
For prescription refills, press 1.
For insurance questions, press 2.
To leave a message for your pharmacist, press 0.
Daycare & Childcare Center Closed Menu
Thank you for calling Little Learners Academy. Our office is currently closed.
To report an absence, press 1.
For enrollment or admissions questions, press 2.
To leave a message for the director, press 0.
Real Estate Agency After-Hours Greeting
You’ve reached Prime Properties outside normal business hours.
To inquire about new property listings, press 1.
To schedule a showing, press 2.
For mortgage or financing questions, press 3.
To leave a message for an agent, press 0.
Travel Agency Closed Menu
Thank you for calling Wanderlust Travel Co. Our offices are currently closed.
To book a trip, press 1.
For travel insurance inquiries, press 2.
For flight or hotel support, press 3.
To leave a message for your travel advisor, press 0.
Holiday Greetings
What it is: Seasonal messages that offer holiday wishes, hours, closures, and special instructions.
When to use: Specific holidays, early closing days, and holiday windows.
Why there are multiple templates: Different businesses handle holidays differently — some close fully, some operate with adjusted hours, and some offer limited self-service only. In addition, some companies prefer a unique, holiday-specific greeting for each closure, while others want a single generic script they can reuse for every holiday. These templates cover all of those real-world use cases.
Holiday Greeting Templates
Notice of Upcoming Holiday Hour Changes - Template:
Thank you for calling [Company], please note, we will be closing early on [Date] at [Time] in observance of [Holiday Name].
If you know your party’s extension, you may press it at any time.
For [Name], [Job title] press [number].
And for all other calls, please remain on the line.
General Holiday Greeting - Template:
Thank you for calling [Company], we are currently closed for the holiday. If you need to speak with a representative, please call us back during normal business hours. Please select from the following menu options:
To leave a message for [Name], [Job title] press [number].
To reach the [Name] Department, press [number].
Or please remain on the line to leave a message in our general mailbox.
General Holiday Greeting without Menu - Template:
Happy Holidays from [Company]; we are currently closed. Please call us back when we reopen on [Day of the week] [Month] [Day], or please remain on the line to leave us a message.
Holiday-Specific Greeting - Template:
Thank you for calling [Company]; we are currently closed in observance of [Holiday], but our self-service options via telephone are available.
To leave a message for [Name], [Job title] press [number].
[Name], [Job title] press [number].
And for all other calls, please remain on the line to leave a message in our general mailbox.
Holiday-Specific Greeting with Return Date - Template:
Thank you for calling [Company]; our representatives are out of the office for [Holiday]. We will reopen on [Day], [Date].
To leave a message for [Name], [Job title] press [number].
Or please remain on the line to leave a message in our general mailbox.
Normal Hours Holiday Greeting - Template:
Happy Holidays from [Company]; we will be operating under normal business hours for [Holiday Name].
For [Name], [Job title] press [number].
Industry Examples
Your holiday to-do list can pile up quickly. Use Phonzai to generate and update holiday messages in seconds — or get professionally recorded messages with Snap Recordings RealVoice.
Healthcare & Medical Holiday Examples
- Family Practice Holiday Greeting
You’ve reached Riverside Family Medicine. We are currently closed for the holiday.
If you need non-urgent assistance, please call back during normal business hours.
If this is a medical emergency, please hang up and dial 911.
To leave a message for the nursing team, press 1.
For prescription refill requests, press 2.
For general inquiries, press 0. - Clinic Holiday Closure With Portal Option
Thank you for calling Oakview Clinic. We are closed in observance of the holiday.
Lab results and refill requests can be submitted anytime through our patient portal.
To leave a message for Dr. Patel’s care team, press 1.
For billing questions, press 2. - Early Holiday Closing
Thank you for calling Lakeside Medical. We are closing early today at 2 PM for the holiday.
If you need to reach the on-call physician before 10 PM, press 1.
To leave a non-urgent message, press 2.
For emergencies, dial 911. - Holiday Closure Without Menu
Happy Holidays from Valley Family Practice. Our office is closed and will reopen on Tuesday at 9 AM.
Please remain on the line to leave a message. - Holiday Closure With Triage
Thank you for calling Meadowbrook Medical Group. We are closed for the holiday.
For post-surgical concerns, press 1 to reach the on-call nurse.
For questions about test results, press 2.
To leave a general message, press 0.
Banking & Credit Union Holiday Examples
- Compliance-Safe Holiday Greeting
Thank you for calling North County Credit Union. We are closed for the holiday.
Please note: transaction requests left by voicemail cannot be processed.
For account information, press 1.
To report a lost or stolen card, press 2. - Early Closure With Self-Service Reminder
You’ve reached First Horizon Bank. We will be closing early today for the holiday.
Mobile banking features remain available at www.firsthorizon.com.
For debit card support, press 1.
For loan services, press 2. - Holiday Closure With Advisor Directory
Thank you for calling GreenBridge Financial. We are closed in observance of the holiday.
Online banking and bill pay remain fully available.
To reach the advisor directory, press 1.
To leave a general message, press 0. - Simple Holiday Greeting
Happy Holidays from Riverside Bank. We are currently closed.
We will resume normal hours on the next business day.
You may leave a message after the tone. - Loan Department Holiday Hours
Thank you for calling Summit Lending. Our loan office is closed for the holiday.
To leave a message for a loan officer, press 1.
For underwriting, press 2.
Restaurant Holiday Examples
- Full Closure with Menu
You’ve reached Maro’s Bistro. We are closed today in observance of the holiday.
For reservations or event inquiries, press 1.
To leave a message for management, press 2. - Holiday Catering Pickup Notes
Thank you for calling Green Olive Kitchen. We are closed for Christmas Day.
If you are calling about catering pickups scheduled for tomorrow, press 1.
To leave a message for our events team, press 2. - Early Closure Notice
Thank you for calling Gold Fork Grill. We are closing at 3 PM today for the holiday.
For menu information, press 1.
For catering inquiries, press 2. - Simple Closure Without Menu
Happy Holidays from Brighton Cafe. We are closed today and will reopen tomorrow at 7 AM.
Please leave a message after the tone. - Chain Location With Self-Service
Thank you for calling SunBurger. This location is closed for the holiday.
Online ordering remains available on our app.
To leave a message for the manager, press 0.
Retail Holiday Examples
- Pickup-Focused Holiday Closure
Thank you for calling Harper Home Goods. We are closed for the holiday.
For questions about in-store pickup, press 1.
To leave a message for customer service, press 2. - Early Holiday Hours With Self-Service
You’ve reached Baxter Outfitters. We are closing early at 4 PM today.
Online shopping is available anytime at baxteroutdoors.com.
For curbside pickup, press 1.
For product questions, press 2. - Thanksgiving Closure
Thank you for calling Willow Lane Boutique. We are closed in observance of Thanksgiving.
For return or exchange information, press 1.
To leave a message, press 0. - Simple Holiday Greeting
Happy Holidays from Mason Electronics. We’re closed and will reopen Friday at 10 AM.
Please leave a message after the tone. - Multi-Location Chain Version
Thank you for calling BrightMart. This location is closed for the holiday.
For store hours or product availability at any BrightMart, visit our website, Brightmart.com.
Property Management Holiday Examples
- Emergency Maintenance Holiday Closure
Thank you for calling CedarPoint Property Management. We are closed for the holiday.
For emergency maintenance such as flooding or heat outage, press 1.
To leave a message for your property manager, press 2. - Early Closure With Portal Option
You’ve reached Silverstone Property Group. We are closing at 1 PM today.
Rent payments and requests can be submitted through the tenant portal.
To leave a message for your manager, press 1. - Community Directory Option
Thank you for calling Westgate Residential. We are closed for the holiday.
For a list of property managers by community, press 1.
To leave a general message, press 0. - Leasing Office Holiday Greeting
Happy Holidays from Horizon Apartments. Our leasing office is closed today.
For availability or applications, please visit our website.
To leave a leasing message, press 1. - Simple Closure Without Emergency Option
Thank you for calling CloverBay Property Management. We are closed for the holiday.
Please remain on the line to leave a message.
Real Estate Holiday Examples
- Seller-Focused Holiday Greeting
Thank you for calling Clearview Realty. We are closed for the holiday.
To request a home valuation, press 1.
To leave a message for your listing agent, press 2. - Buyer Inquiry Holiday Greeting
You’ve reached Oak & Stone Real Estate. We are closed for the holiday.
For property showing inquiries, press 1.
To leave a message for an agent, press 2. - Early Closure for Holiday
Thank you for calling Willow & Co. We are closing at 12 PM today.
For active offers or contract questions, press 1. - High-End Brokerage Style
Happy Holidays from Sterling Premier Realty. Our office is closed.
Please remain on the line to leave a message for our team. - Reusable Generic Holiday Greeting
Thank you for calling Bloom Real Estate. We are closed in observance of the holiday.
To reach an agent or leave a general message, press 0.
Dial-by-Name Directory
What it is: Lets callers choose staff by name and extension.
When to use: Organizations with many personal extensions where callers know names.
Templates
Directory — Short:
Please choose from the following options:
[Full name], press [number].
[Full name], press [number].
To hear this list again, press [number].
Directory — With Job Titles:
[Full name], [Job Title], press [number].
[Full name], [Job Title], press [number].
To repeat this menu, press [number].
Large Directory Submenu — Alphabetical Routing:
For last names A through G, press 1.
For H through P, press 2.
For Q through Z, press 3.
To return to the previous menu, press [number].
By Name or Department Option:
For extensions by first name, press 1.
For extensions by last name, press 2.
For department directory, press 3.
To return to the previous menu, press 0.
Tip: For very large directories, use submenus by alphabet ranges or department to keep prompts short.
Departmental Greetings
Used when callers are routed to (or select) a specific department in your phone menu. These greetings help set expectations, reduce transfers, and direct callers to the right team quickly.
When to use:
After a caller selects a department from the main menu, or for direct-dial department lines (Sales, Support, Billing, Scheduling, etc.).
Templates — Clear & Functional
Template A (Simple Department Greeting)
Thank you for calling the [Department] at [Company].
For assistance with [Primary Reason], press 1.
For questions about [Secondary Reason], press 2.
To speak with a representative, press 0.
Template B (With Hours or Availability)
You’ve reached the [Department] at [Company].
Our hours are [Hours].
For [Topic/Action], press 1.
For [Topic/Action], press 2.
To leave a message, press 0.
Template C (Concise / Minimal Menu)
For [Action], press 1.
For all other issues, press 0.
Industry Examples
Managing layered menus for multiple departments or locations?
Phonzai helps you write, organize, and generate messages fast, while Snap Recordings RealVoice delivers polished professional voiceovers for polished brand consistency.
Automotive Maintenance / Service Submenu
To schedule routine maintenance like oil changes or tire rotations, press 1.
If you’re checking the status of a current service, press 2.
For recall or warranty questions, press 3.
To speak directly with a service advisor, press 0.
Automotive Sales Submenu
For information about our new vehicle lineup, press 1.
To inquire about certified pre-owned vehicles, press 2.
For financing or trade-in quotes, press 3.
To schedule a test drive, press 4.
To speak with a sales associate, press 0.
Dental / Scheduling Submenu
To book a cleaning, exam, or other dental appointment, press 1.
To reschedule or cancel, press 2.
For emergency dental care instructions, press 3.
To speak with the front desk or office manager, press 0.
Dental / Billing Submenu
For insurance or coverage questions, press 1.
To make a payment or set up a payment plan, press 2.
To discuss treatment plan costs, press 3.
For any other billing concerns, press 0.
Healthcare / Patient Services Submenu
To schedule a new patient visit, press 1.
For follow-up or lab results, press 2.
If you have urgent questions outside of office hours, press 3.
To speak with the nurse line or front desk, press 0.
Family Practice / Prescription Refills Submenu
For routine prescription refills, press 1.
To speak with your provider about a medication concern, press 2.
For urgent medication issues after hours, press 3.
To reach the front desk or scheduling, press 0.
Banking / Customer Service Submenu
For account balances or recent transactions, press 1.
To report a lost or stolen card, press 2.
For questions about loans or mortgages, press 3.
To speak with a general customer service representative, press 0.
Banking / Technical Services Submenu
For online banking assistance, press 1.
To reset your password or unlock your account, press 2.
For mobile banking support, press 3.
To speak with tech support directly, press 0.
Insurance / Claims Submenu
To file a new claim, press 1.
For updates on an existing claim, press 2.
To request copies of claim documents, press 3.
To speak with a claims representative, press 0.
Insurance / Billing Submenu
For questions about premium payments, press 1.
To update billing information, press 2.
To request an invoice or payment history, press 3.
To speak with billing support, press 0.
Tech Support / Software Submenu
Experiencing issues with installed software? Press 1.
To check the status of an open support ticket, press 2.
For setup or installation guidance, press 3.
To speak with a tech specialist, press 0.
Tech Support / Hardware Submenu
For printer or peripheral device issues, press 1.
If your computer or laptop is malfunctioning, press 2.
To schedule a repair or on-site visit, press 3.
To speak with a hardware technician, press 0.
Human Resources / Employee Services Submenu
To report a payroll issue, press 1.
For questions about benefits or insurance, press 2.
To request vacation or leave of absence, press 3.
To speak with an HR representative, press 0.
Human Resources / Recruiting Submenu
To inquire about current job openings, press 1.
To submit a job application, press 2.
For questions about hiring policies or timelines, press 3.
To speak with a recruiter, press 0.
Property Management / Leasing Submenu
For new rental inquiries, press 1.
To submit a maintenance request, press 2.
For rent payment questions, press 3.
To speak with a property manager, press 0.
Hospitality / Reservations Submenu
To modify an existing reservation, press 1.
For group or event bookings, press 2.
For special requests or accessibility questions, press 3.
To speak with the front desk, press 0.
Hospitality / Guest Services Submenu
For room service or amenities, press 1.
For concierge or local area information, press 2.
For billing inquiries, press 3.
To speak with a guest services manager, press 0.
Retail / Customer Support Submenu
To check product availability or stock, press 1.
For questions about your online order, press 2.
To initiate a return or exchange, press 3.
To speak with a store associate, press 0.
Retail / Loyalty & Accounts Submenu
To register for a loyalty program, press 1.
For loyalty account questions or points, press 2.
To update account information, press 3.
To speak with customer service about your account, press 0.
Automotive Parts / Ordering Submenu
To order replacement parts, press 1.
To check availability or compatibility, press 2.
For shipping and delivery questions, press 3.
To speak with a parts specialist, press 0.
Conclusion: Keep Your Phone System Clear, Helpful & Up-To-Date
A well-structured phone greeting doesn’t just sound professional — it directly improves customer satisfaction by reducing friction, shortening call times, and helping people reach the right person on the first try. Whether you’re updating seasonal greetings, expanding departments, or managing multiple locations, the right scripts make a meaningful difference.
If you’d like help creating or updating your phone greetings:
- Phonzai lets you generate scripts, create messages with AI voices, and manage updates across locations in seconds.
- Snap Recordings RealVoice provides professionally voiced, studio-quality recordings ready for any phone system.
Whichever you choose, keeping your call flow clear and your messaging current will help ensure your callers feel taken care of — all year long.
