Your voicemail greeting is an essential part of running a successful business.
Think about it. When a potential customer calls your business, if you don’t pick up, the first thing they hear is your call greeting. If your greeting isn’t engaging or informative, that potential customer may hang up and move on to the next business. On the other hand, a good voicemail greeting can attract and retain customers, increasing your chances of turning leads into loyal customers.
Whether you’re using a virtual phone or you’re still tied to a landline, creating a voicemail recording is a crucial part of making a good first impression. But, how do you create the perfect voicemail greeting that aligns with your business and leaves a lasting impression? From tone to content to length, we’ve got you covered. Your professional voicemail greeting is more important than you may think. Let us show you how to do it right.
What to Say in a Professional Voicemail Greeting
An effective voicemail greeting can set the tone for successful business interactions and help you establish a strong reputation. When it comes to creating a professional voicemail greeting, there are several factors to consider. The tone of voice, clarity of speech, and relevance of information can all contribute to a great voicemail greeting that leaves a lasting impression and maintains credibility.
Here are a few things a professional voicemail greeting should include:
- A greeting: Always start with a polite and professional greeting, such as “Hello” or “Good afternoon.” This sets the tone for the message and creates a welcoming atmosphere.
- Business info: Clearly mention your name and the name of your business, along with any relevant job titles or departments. This information will help the caller identify the right person to contact and provide context for the message.
- Reason for not answering: Be sure to state the reason why you can’t take the call at this time. This can save the caller time and frustration by eliminating the need for them to call back multiple times.
- Alternate contact options: Always provide alternative methods of contact, such as an email address or another phone number. This makes it easy for the caller to get in touch with you or someone else on your team and can help prevent frustration.
- Clear instructions: End the message with clear instructions and a call to action so the caller knows what they should do next. For example, “Please leave a detailed message and I’ll get back to you as soon as possible” or “Please follow up with me via email so we can schedule a time to chat.”
- Give a timeframe: People expect quick follow-up when they contact businesses. Be sure to give them a timeframe estimate so they know how soon they can expect a return call from your team.
Including these components in your voicemail greeting will demonstrate professionalism, promptness, and reliability to those who call you. But remember, your call greeting is just the first step. Always, always, always follow up after you miss a call—and try to keep the turnaround time to one business day or less, if possible.
Business Voicemail Greeting Tips & Best Practices
In addition to the components above, there are some best practices you should be aware of before you record your voicemail greeting. Let’s go over seven tips to keep in mind.
1. Start by providing your info.
Your voicemail message should begin with an introduction that clearly states your name, company, and position. This will help callers feel assured they have reached the right contact and that they are leaving a message for the person they intended to reach.
2. Keep it short.
Keep in mind that most callers are busy people, and they do not want to listen to a long-winded voicemail message. Therefore, it is essential to keep your message short and to the point. Start with your greeting, then give a brief summary of what your company does, and finish with a statement that encourages the caller to leave their message.
3. Be specific.
Provide detailed instructions on what your caller should do next. For example, let them know if they should leave their name, number, and a brief message. It’s also important to note when you will be available to call back.
4. Practice your voicemail before you record it.
Before recording your message, practice it a few times to ensure that it flows naturally and sounds professional. You could even ask a colleague to listen to your message and provide feedback. This will help you identify areas that may need improvement and make adjustments accordingly.
5. Think about who you’re talking to.
Think about the people who will be calling and what their needs might be. Customize your message accordingly, highlighting your company’s strengths and services that will be most relevant to your callers. Make sure you speak clearly and slowly enough for your caller to understand what you are saying.
6. Keep it professional.
Your voicemail message should always reflect a professional tone that represents your company in the best possible light. Witty, humorous, or sarcastic messages can come across as unprofessional and may negatively impact your company’s reputation.
7. Use a script.
It’s always a great idea to write out and practice your voicemail greeting ahead of time. This way, you can ensure that you cover all the essential details and follow a structure that sounds professional.
21 Voicemail Greeting Examples and Templates
Still can’t find the words? Try putting your own unique spin on these voicemail greeting script examples and templates.
- “Thank you for calling [Company Name]. We’re sorry we can’t take your call right now, but please leave a detailed message with your name, number, and the reason for your call. Alternatively, you can text us at [Phone Number] and we’ll get back to you as soon as possible.”
- “Hello, you’ve reached [Company Name]. Our office is currently closed, but your call is important to us. Please leave your name, phone number, and a brief message, and we’ll return your call during our regular business hours.”
- “Thank you for calling [Company Name]. We are currently assisting other customers, but your call is important to us. Please leave your name, contact information, and a brief description of how we can assist you, and we’ll get back to you promptly. You can also text us at [Phone Number] if you’d prefer.”
- “Hello, you’ve reached [Company Name]. We’re sorry we missed your call. Please leave your name, number, and any specific details about your inquiry, and one of our reps will return your call shortly.”
- “Thank you for calling [Company Name]. Our team is unavailable at the moment, but we’d love to hear from you. Please leave a message at the beep with your name, phone number, and the purpose of your call, and someone from our sales team will be in touch as soon as we’re back.”
- “Hello, you’ve reached [Company Name]. We’re currently away from the phone, but your call is important. Please leave your name, contact details, and a brief message, or send us a text at [Phone Number] and we’ll respond to you promptly.”
- “Thank you for reaching out to [Company Name]. We’re unable to answer your call right now, but we value your business. Please leave your name, number, and a brief explanation of your request, and we’ll return your call as soon as possible.”
- “Hello, you’ve reached [Company Name]. We’re sorry we can’t take your call at this moment. Please leave your name, phone number, and a detailed message, or you can text us at [Phone Number] and we’ll do our best to return your call within 24 hours.”
- “Thank you for calling [Company Name]. Our office is currently closed, but we’re eager to assist you. Please leave your name, contact information, and a brief overview of your needs, and we’ll get back to you promptly when we reopen.”
- “Hello, you’ve reached [Company Name]. Our team is currently engaged with other clients. Please leave your name, number, and a brief summary of why you’re calling, and we’ll respond as soon as we’re available. If you’d prefer that we contact you via text, fire us off a quick message at [Phone Number].”
- “Thanks for contacting [Company Name]! We are sorry we can’t take your call at the moment. Please let us know your name, contact number, along with your query, and we’ll get back to you soon. Thank you for considering us!”
- “Hello, you’ve reached [Company Name]. Our team is focusing on delivering top-notch service to our existing clients. Please leave your name, phone number, and a brief message. We will be thrilled to help you with your query as soon as possible.”
- “Thanks for calling [Company Name]. Our experts are in the middle of assisting our loyal clients. Kindly drop your name, phone number, and the reason for your call, and we’ll track you down in no time. Have a great day!”
- “Hi there! Thank you for contacting [Company Name]. We’re currently unable to receive your call, but don’t worry. Leave us your full name, contact information, and a concise message, and we will get back to you within our office hours. We appreciate your interest and patience.”
- “Hi—you’ve reached [Company Name]. We apologize for not being available to answer your call right now. We’re devotedly working on improving our services for your satisfaction. Please leave your name, number, and a quick summary of your request or concern. One of our team members will be happy to assist you very soon.”
- “Thanks for contacting [Company Name]. We’re here to ensure that your experience with our services is second to none. If you couldn’t get through to us, don’t worry. Leave your name, number, and a detailed description of what you require support with. We’ll get right back to you.”
- “You’ve reached [Company Name]. Unfortunately, we’re unable to take your call at the moment—but we look forward to chatting with you. Please leave your name, phone number, and a comprehensive description of your concerns or query. A member of our team will reach out to you shortly with the necessary information.”
- “Hello! Thank you for calling [Company Name]. Unfortunately, we are unable to take your call at the moment, but our team of experts will be happy to get back to you as soon as possible. In the meantime, please leave your name, number, and a brief message, and we’ll be sure to give you a call back as soon as we can. We appreciate your interest in our services and look forward to speaking with you soon!”
- “Thank you for calling [Company Name]. Our business hours are Monday through Friday from 9 am to 5 pm. If you’re calling outside of these hours, please leave us a message with your name, number, and a brief message, and we’ll get back to you as soon as possible. If you need immediate assistance, please visit our website [Company URL] for more information. Thank you for considering us, and have a great day!”
- “Thank you for contacting [CompanyName]. We’re unavailable to take your call right now, but please know that your call is important to us. Please leave your name, number, and a detailed message, and we’ll return your call as soon as possible. Thank you for your patience and consideration, and we look forward to speaking with you soon!”
- “Hey there! Thanks for calling [Company Name]. We’re sorry we missed your call, but please leave us a message with your name, number, and a brief message, and we’ll be sure to get back to you as soon as possible. We’re excited to hear from you and happy to help in any way we can!”
Turn Leads into Customers
The need for effective communication solutions has become more pressing than ever before. Fortunately, Podium is here to help you make customer communication easier and turn leads into customers and customers into loyal, long-time buyers.
Stop wasting time with an outdated phone system. Podium Phones was built for small and local businesses like yours. With Phones, you can route all of your calls to the same inbox where you view texts, social media direct messages, reviews, and more. Plus, our VoIP system makes it easy for your team to get in touch with missed callers so that you can turn them into customers before your competition has a chance to do so. Podium’s phone solution also makes it easy to get a clear view of customer history, which means more productive calls.
Ready to take your small business to new heights? Stop wasting time and missing phone calls and start turning leads into revenue.
