Creating solid business voicemail greetings requires a little finesse. You want to make the best impression, sound professional, and set the right tone. However, sometimes you need to break from the norm and create business voicemails that will do some of the work for you. Whether you are dealing with frustrated callers, want to further promote your business, or have important info to share, here are the top 18 voicemail greeting examples you can start using in your business.
Want your callers to leave a message? Keep your voicemail greeting short and direct. One way to let callers know they have reached your voicemail is to directly request callers to leave a message. If the voicemail is for a sales department or support department, ask for specific information your staff needs to help customers.
General Voicemail Example Script:
You’ve reached the Support Department. We are busy assisting other callers at this time. Please leave a message with your name, number, order ID, and the reason you are calling. We will return your call as soon as possible.
Example read by Michelle.
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Having multiple voicemail greetings allows you to provide more transparency to customers, even when you can’t pick up the phone. During business hours, a voicemail greeting will typically inform a caller that your staff is busy helping other clients. However, if your business is closed for the day, you can inform callers with an after-hours voicemail message.
After Hours Voicemail Example Scripts:
You have reached [Company] outside of our normal business hours. After the tone, please leave your name and number, and a member of our staff will return your call on the following business day.
If your company has set regular business hours, it is best practice to set up an after-hours voicemail that lets callers know the regular hours of operation, like this:
You have reached [Company]. We are currently closed. Our regular business hours are from 9 AM to 5 PM, Monday through Friday. After the tone, please leave your name and number, and a member of our staff will return your call on the next business day.
Example read by Don.
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Every business needs a top-level voicemail for when they are closed for the day, and another for open hours when for whatever reason, they are unable to accept an incoming call. These messages can play on a user or department extension, or in a call queue or hold list after a caller has exceeded the maximum waiting time.
A “busy” voicemail is a way of being mindful of a caller’s time while demonstrating your commitment to excellence with other customers.
During-Hours Voicemail Example Scripts:
Thank you for calling [Company]. We are currently helping other customers. Rather than keep you waiting, we ask that you please leave your name, number, and a brief message, and we will get back to you as soon as possible. Thank you.
You have reached [Company]. We are either on the other line or assisting another valued customer. After the tone, please leave your name, phone number, and the reason for your call. We will get back to you as soon as possible. Thank you and have a wonderful day.
All of our associates are currently assisting other valued callers. Please leave your name and number, and your call will be returned shortly.
Example read by Abby.
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Personalized voicemails for each employee will help establish credibility with callers. If you are recording personal voicemail messages with professional voice talent, avoid writing in first-person perspective, as it may confuse callers to hear an actor posing as another person.
It is best practice to include an employee's job title in a voicemail message. Consider using a “catch-all” voicemail for user extensions or two separate “busy/unavailable” and “after hours” voicemail greetings.
Personal Voicemail Example Scripts:
You have reached the voicemail of [Full Name], [Job Title]. [Name] is not available to take your call. Please leave your name, phone number, and the reason for your call, and [he/she] will call you back shortly.
You have reached the voicemail of [Full Name], [Job Title]. Please leave your name, telephone number, and the reason for your call. [Name] will return your call by the next business day. Thank you for calling.
You have reached the extension of [Full Name], [Job Title] outside of normal business hours. Our regular business hours are from 9 AM to 5 PM, Monday through Friday. After the tone, please leave your name and number, and [Name] will return your call on the next business day.
You have reached the after-hours voicemail for [Full Name] Our regular business hours are from 9 AM to 5 PM, Monday through Friday. After the tone, please leave your name and number, and [Name] will return your call on the following business day.
If you choose to record a voicemail yourself, we suggest keeping the tone formal and the message length as short as possible. Voicemails should only contain “I” if you record them yourself. Here’s an example script you can use:
Example:
Hi, you’ve reached [Full name], [Job title] at [Company]. I am not available to take your call at this time. Please leave your name and number and a brief message. Thank you.
The more you target your messaging to specific types of callers in your phone system the better. Each department may require different information for customers to leave in a voicemail.
Likewise, departments may have information they can share in a voicemail greeting that may address the need for the customer call. This can save your team resources by negating the need for a caller to leave a message. Here are several examples of department-specific voicemail messages:
General Voicemail Greeting Examples:
You have reached the voicemail for the [Name] Department at [Company]. Please leave a brief message with your name, number, and the reason for your call. We will return your message as soon as possible.
You have reached [Name] Department. All of our representatives are busy serving other customers, or you’ve reached us outside of our normal business hours. After the tone, please leave your name and number. A member of our staff will return your call shortly.
After Hours Voicemail Greeting Examples:
You have reached [Name] Department outside of our normal business hours. After the tone, please leave your name and number, and a member of our staff will return your call on the following business day.
You have reached the [Name] Department at [Company]. We are currently closed. Our regular business hours are from 9 AM to 5 PM, Monday through Friday. After the tone, please leave your name and number, and a member of our staff will return your call on the next business day.
Busy / Unavailable Voicemail Greeting Examples:
Thank you for calling the [Name] Department. We are currently helping other customers. Rather than keep you waiting, we ask that you please leave your name and number, and a brief message, and we will get back to you as soon as possible. Thank you.
You have reached the [Name] Department. We are either on the other line or assisting other valued customers. After the tone, please leave your name, phone number, and the reason for your call. We will get back to you as soon as possible. Thank you and have a wonderful day.
All of our associates are busy assisting other valued callers. Please leave your name and number, and your call will be returned shortly.
In some cases, it's best to keep things simple and not overcomplicate your phone system. Your business may not require more than one voicemail message.
A “catch-all” voicemail can be used as a top-level or departmental voicemail message for your phone system, for a Daytime or After Hours greeting. Make sure to announce your company name, and only include details that are relevant to any caller under any circumstance.
Example Script:
You have reached [Company]. Please leave a brief message with your name, number, and the reason for your call. We will return your message as soon as possible.
When your call queue, waiting queue, or message on hold has more incoming calls than usual, you can direct callers to a voicemail greeting explaining the circumstance. The message you are conveying is that wait times are typically much shorter, and leaving a voicemail is more convenient at this time.
Example Scripts:
We are currently experiencing a high call volume. Instead of keeping you on hold, please leave your name, contact information, and message after the tone.
We apologize as all of our agents are currently busy. After the tone, please leave your name, phone number, and the reason for your call. You may also reach us by email at [Support Email] We will get back to you as soon as possible. Thank you and have a wonderful day.
A generic holiday message can be used to alert callers that your company is closed for holidays throughout the year.
Example Holiday Voicemail Scripts:
Thank you for calling [Company]. At this time, our office is closed for the holiday. We look forward to serving you when we’re back in the office.
Thank you for calling [Company]; we are currently closed for the holiday. Please leave a message and your call will be returned when we return.
Thank you for calling [Company]. At this time, our office is closed for the holiday. We look forward to serving you when we’re back in the office.
If you want a more personalized touch for the holidays, you may choose to make unique voicemail greetings for each holiday. This voicemail may include an exact time when business is resumed as normal, or special time-sensitive information and promotions.
Additionally, leading up to the holiday you can record a voicemail that lets callers know of planned changes ahead of time.
Example Scripts for Holiday Voicemail Greetings:
Happy Holidays from [Company]; we are currently closed in observance of [Holiday Name]. Please leave a message, and we will get back to you on the following business day.
Season’s Greetings from [Company]; our representatives are out of the office for [Holiday Name]. Please leave a message, and we will get back to you when we return to the office. Thank you.
Thank you for calling [Company]; our representatives are out of the office for [Holiday Name]. We will reopen on [Day], [Date], at [Opening Time]. Please leave a message, and we will get back to you as soon as possible. Thank you.
Thank you for calling [Company]; please note, we will be closing early on [Date] at [Time] in observance of [Holiday Name]. After the tone, please leave a brief message with your name, number, and the reason for your call. We will return your message as soon as possible.
Responding to voicemails is time-consuming. Fortunately, with the right greeting, you might be able to save yourself some hassle.
If you don’t have an auto-attendant, you can give callers the information they are looking for with your voicemail greeting. Of course, this means that your greeting may be a little lengthy. But that can work in your favor as callers will only stay on the line to leave a message if they still need assistance.
Voicemail Support Example Script:
You’ve reached [Company Name]’s recruitment line. If you are calling to inquire about an existing application, please login into our hiring portal. Due to the high volume of applications we receive, it is not possible to respond directly to all applicants. For additional information on our recruitment process and what you can expect, please review the FAQ page on our website. If you need immediate assistance, please [number] for Human Resources, or leave a message and we will return your call. Thank you.
If calls are routed to voicemail without first reaching a promotional call queue or on-hold message, you can promote your products or services on your voicemail greeting. It’s a great way to keep customers up-to-date on company events, sales, and other news. Remember, the goal is to capture leads so don’t keep callers waiting too long. Have fun with it!
Promotional Voicemail Example Script:
You’ve reached the sales department at Orlando Powersports. We’re either busy assisting customers, getting ready for our End-of-Season Sale, featuring deep discounts on our huge selection of power sports equipment, or we’re out doing a test drive on the latest CAN-AM DS 250! Please leave a message, and we will call you back as soon as possible.
Example read by Sam.
Listen to other Snap Recordings voice overs examples by clicking here.
Many busy businesses use auto-attendant greetings to make a great first impression. However, if your business relies on the personal touch of a live receptionist, it is important to have a plan in place when that position is unstaffed.
Make sure your voicemail greeting contains the useful information that your receptionist would normally provide. This could include location & directions, office hours, website URL, or social media info, as well as any pertinent company information.
Voicemail Greeting Example:
You’ve reached the general mailbox for Case Manufacturing. We are located in Fort Worth at 600 Everman Parkway, just East of I-35 in Fort Worth Industrial Park. Our office is open to serve you Monday through Friday from 8 am until 5 pm. For more information on our products and manufacturing capabilities, visit Case Manufacturing Inc dot com. Our website also allows you to request a quote and place orders online. For all other inquiries, please leave a message, and we will return your call as soon as possible.
Example read by Tori.
Listen to other Snap Recordings voice overs examples by clicking here.
Whether you are taking the day off or are on a business trip for the week, the first rule of an out-of-office voicemail greeting is to let callers know when you’ll be back! You’ll save them the frustration of continuing to call and yourself the hassle of listening to redundant voicemails.
It’s also a good idea to set the expectation of whether you are answering messages while you’re away, or who they can reach for assistance in your absence.
Out-Of-Office Voicemail Examples:
You have reached the voicemail of [Full Name], [Job Title]. [Name] is on vacation and will return to the office [Date]. For urgent requests, please email [Email]. Otherwise, please leave your name, number, and the reason for your call, and [he/she] will get back to you as soon as possible.
You have reached the voicemail of [Full Name], [Job Title]. [Name] is currently on vacation and will return [Date]. After the tone, please leave your name, number, and a brief reason for the call. Thank you.
You have reached Erin Klineman, Marketing Manager for Stone & Associates. She is currently out of the office attending a conference until August 4th. Mrs. Klineman will be checking messages daily, however, if you need immediate assistance, please contact Marketing Specialist, Michael Kim at extension 240. Otherwise, please leave a message, and she will call you back at her earliest opportunity.
Example read by Sean.
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There are times when your business may see an influx of frustrated callers. While it is important to address their concerns head-on, you may not be able to answer each call as it’s received. Make sure to use best practices for validating caller concerns, and keep them informed as to how you are handling the situation.
Pre-Emptive Voicemail Examples:
We are currently experiencing a service interruption. If you are unable to reach an agent please leave a voicemail or visit [web address] to send us an email or check for the latest updates.
We are currently experiencing a temporary service outage. We apologize for the inconvenience. Please leave a message and we will return your call as soon as possible.
Example read by Carol.
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If a department or office has set lunch hours, consider installing voicemail that automatically plays during the staff’s time off.
Lunch Hour Voicemail Examples:
Thank you for calling [Company]. Our office is currently closed for lunch, please leave a message and we will return your call as soon as possible.
Thank you for calling [Company]. Our normal business hours are Monday through Friday 8:30 am to 5 pm. We are closed from 12 noon to 1 pm for lunch. Please leave your name and number, and a brief message, and we will address your needs upon return. Thank you.
Example read by Ben.
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There may be situations your business needs to address immediately. You can specify for your customers what circumstances are appropriate for calling an after-hours emergency line.
Emergency Number Voicemail Greeting Example:
Thank you for calling [Company]. Our office is currently closed. If you are experiencing a maintenance emergency that cannot wait until the next business day, please contact our after-hours emergency line at [Phone number]. All other callers, please leave a message including your name, address and apartment number, and your reason for calling and we will return your call as soon as possible. Thank you.
Example read by Cassie.
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When a caller can reach your voicemail before other messages or menus, you may want to include any upcoming changes that will affect your business.
Voicemail Script for Sharing Upcoming Changes:
Thank you for calling [Company]; please note, our store will be closing early on [Date] at [Time] for remodeling. After the tone, please leave your name and number, and a member of our staff will return your call on the following business day.