As Will Rogers said, “You never get a second chance to make a good first impression.” You may not realize it, but that first connection with a potential customer is often a voicemail message.
Seize the opportunity to put your best foot forward. Give your callers something that makes them want to respond, not hang up before they ever reach your voicemail box.
Here are tips to create an effective and professional business voicemail greeting, along with sample scripts to spark your creativity.
Because this is your main greeting, you may want to be a little formal. Be polite, but don’t go overboard with please and thank yous. State your business name, hours of operation, how you'll reply, and a place where the caller can get more information about your business.
Thank you for calling GreenLeaf Logistics. Our business hours are 9 a.m. to 7 p.m., Monday through Friday, so please call back then or leave your name and phone number and a customer service agent will return your call. For more information, visit www.greenleaflogistics.com.
Start with the name of the department so callers know they’ve reached the right place. If most of your calls have a common theme, provide a helpful answer. Give a realistic estimate of when callers can expect a reply. Close with another way to get in touch with the department.
You've reached the Transportation department. We’re busy tracking today’s deliveries, so if you need to reschedule your delivery time, please press three now. Otherwise, leave a message with your name and phone number and we’ll return your call by 6 p.m. You can also reach us by email at delivery@wringleyfurniture.com.
Your personal voicemail greeting should also be brief. Skip apologies for not being available—they waste the caller’s time and can come off as insincere. State your name, department, availability, and be specific about what information you want callers to leave.
Take time to practice speaking clearly and pausing between sentences. Aim for an upbeat and welcoming vibe, not a monotone mumble. Remember, the re-record button is your friend.
Hi, you've reached the voicemail of Mia Ruiz in accounting. I'm unable to talk right now. Please leave your name and phone number. I'll call back during my regular hours of 10 a.m. to 4 p.m., Monday through Thursday. If you need immediate help, press 2 to speak with my colleague Thomas.
If your business is closed for a holiday, remember to update your voicemail. Mention the closure at the beginning of the message, explain when your business will reopen, and don't forget to wish the callers a happy holiday if the occasion calls for it. If you're away from your office, check your voicemail remotely to keep up with incoming messages so you’re not overwhelmed on that first day back at work. Or get voicemail to email capabilities set up on your hosted VoIP phone system.
Thank you for calling Merlow Plumbing. We are closed from Sunday, December 24th until Tuesday, January 2nd. If you need immediate help, reach out to our colleagues, Same-Day Plumbers, at (800) 555-1234. Otherwise, leave a message after the tone and enjoy the holidays. We’ll call you back on January 2.
If an emergency, such as a regional weather event, is big enough to impact your business for more than a day, it merits a customized voicemail message.
Thanks for calling the Corona Surf Shop. We’re temporarily closed because Hurricane Roger is heading our way. Visit www.coronasurfshop.com to order merchandise or find out when we’ll take down the plywood and get back to our regular schedule of 10 a.m. to 9 p.m., Monday through Saturday. Stay safe!
However, if you are closed for a minor emergency, such as to remove a tree limb that’s blocking your front door, there’s no need to get into specifics. Simply make it clear that you are temporarily closed and state when you will reopen.
Thank you for calling Cutlass Technology. We had to close early today, but tomorrow we will be back to our normal schedule of 8 a.m. to 5 p.m., Monday through Friday. Leave your name and phone number and we will call you back as soon as possible. For more information, visit www.cutlasstechnology.com.
For more voicemail message best practices, read up on our tips for professional business voicemail greetings. And if you’re an attorney or healthcare provider, check out voicemail greeting scripts for doctors, lawyers, and dentists.