A professional greeting for voicemail is a pre-recorded message that plays when a caller dials your number and hears your voice, but you cannot take their call when they dial.
During normal business hours, you must also answer incoming calls from significant customers; you cannot ignore these calls.
For example, the customer service representative may be preoccupied with other customers, or they may be on holiday. Here, the voicemail will come to the rescue.
Users of voicemails should be left with a favorable impression from the beginning of their experience when listening to a decent and professional welcome.
Even if you cannot interact with your callers at that particular time, your voicemail may still make a significant impact.
You may create rapport with the clients by using a well-crafted and professional welcome delivered via a voicemail. In the same vein, a voicemail greeting instills a feeling of professionalism and confidence in your organization.
Often, most callers who reach the voicemail box end up leaving a message for the owner. However, there is one thing you can do to flip the odds in your favor, and that is to utilize a greeting that is professional and that users of voicemail will respond to!
This post will give you examples of pre-recorded business voicemail greetings as a starting point. There are voicemail samples for your company’s primary mobile number, your business-hours voicemail, some vacation greetings, and your contact centerline.
But first, why should your company care about voicemail greetings in the first place?
Even if it’s not the better option, missing calls isn’t ideal. However, if you have a nice voicemail greeting, you may let your caller know that you’re still there for them.
The most effective welcome for business voicemail systems is to explain to clients (and potential customers) why you cannot take their calls and provide information about how they may get in touch with your company.
In addition to that, they are concise and get right to the point. In most cases, you should aim to maintain the length of your greeting within 10 to 30 seconds so that callers do not hang up in the middle of it.
Your company’s contact information is readily available on your website and any other public platform you use, just like any other contemporary company.
To properly welcome and interact with inbound prospects and customers, you must design a high-quality VM greeting. Here are some examples of corporate voicemail greetings that you may use in these kinds of circumstances:
1. “Hello, thank you for contacting (Company Name). We are very sorry for the inconvenience, but our office is now closed. The hours of operation for our company are from (your opening hours), (your working days).
Within the next (approximate number of hours until you open business), a member of our staff will get in touch with you. Please ensure you leave your name, contact information, and message.”
2. “Hi! We are delighted that you contacted (Name of Firm). We would be pleased to assist you, but we are on the phone with another customer or out and about.
We would appreciate it if you could provide your name, telephone number, and purpose for your call today. We apologize for the inconvenience and promise to get back to you.”
3. Hello, (company), you’ve reached us. Monday to Friday, our hotline channels are open from (company’s opening hours). You may also contact us by visiting our website (URL) and using the live chat feature or email. Please leave a message with your contact info after the tone.
4. “Hello, you have reached (company name). We are unable to take your call at this time. Please visit the official website (website URL) to speak with a representative using our website’s built-in live chat feature or email us at the following address: (email address).
Leave your name, a contact number, and a brief explanation of the reason for your call if you want us to call you back. We will make it a priority to get back to you as soon as possible.”
5. “Hello, you’ve reached (business name). We cannot take your call at this time, but rest assured that we will get back to you as soon as we are able. We ask that you leave a message with your name, phone, and the purpose of your call.
Because we are aware that your time is valuable, we would appreciate it if you could suggest a few different times during the day when it would be convenient for us to contact you, and we will try our best to get in touch with you at one of those times. We hope you have a wonderful day.”
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When customers call, they do so with the assumption that you will answer their questions. However, they are greeted by a pre-recorded message rather than a real person answering the phone when they call.
You can provide an even higher-quality experience for your customers by personalizing the greeting that is played when they reach your professional voicemail.
Here are a few samples of brief voicemail greetings that you may use as they are or modify to suit your requirements:
6. “Hello there, my name is (your name). I’m either in the middle of a call or not at my desk right now. I’ll get back as soon as possible if you could just leave your name, phone number, and a quick message. Thank you.”
7. I appreciate your calling. I apologize for not being at my desk at the moment. I will get back to you as soon as possible, so please leave your name, phone, and a brief message. Thanks!”
8. “Hello, you have successfully reached (your name). I’m sorry, but I can’t make it to the phone right now. However, if you give me your identity, phone, and a brief message, I will get back to you as soon as possible.”
9. “Hello, it’s (your name) from (company name). I truly apologize, but I simply cannot accept your call. However, if you leave your contact and a message, I will contact you back as soon as possible.”
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Customers will inevitably want assistance from your company at some point. You are welcome to use the following collection of professional voicemail salutations for customer support if your customer care crew cannot take calls.
10. “Hello, this is the Customer Support department at (company name). We are happy to assist you with your question, but are not able to answer your call. Kindly leave your name, a phone number where we can reach you, and the reason for your call. You can count on us to contact you.”
11. “Hello! You have successfully reached the helpline for (business name). We will gladly assist you with your inquiry. Have you had the chance to go over our (website, assistance forum, etc.)
in the meantime? It’s possible that you can find the solution you’re seeking there.
If this is not possible, please leave a message with your name, number, and the purpose of your call. Within the day, someone from our team will contact you. Thank you so much for contacting us.“
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12. “Hello, you’ve reached the (name of department] at (your firm). We cannot take your call at this time; however if you could kindly leave a message with your name, contact details, and why you are trying to get in touch with us, within the next 24 hours, a staff member will contact you. Many thanks, and best wishes for a wonderful day.”
13. “Hello, you have reached the Customer Service department here at (company name). We cannot answer your call at this time. We apologize for the inconvenience.
Meanwhile, we kindly ask that you provide your name, a phone number where we can reach you, and the time of the day you would prefer for us to get in touch with you.”
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It is a recommended best practice to have a professionally recorded “After the Office” greeting accessible for individuals who call you when you are momentarily unreachable from your point of connection for a period that has been predetermined.
This welcome should be available to both coworkers and clients.
Here are some samples of professional voicemail greetings for when you require assistance.
14. “We appreciate you picking up the phone and calling us! We assure you that there is never a terrible time for [name of firm]. However, you have contacted us after business hours. Leave a message and your number, and we’ll give you a call as soon as we’re open.”
15. “Hello, you have reached the voicemail of (your name). To avoid hearing this message again, simply hit 0 at any time. Press 1 if you want immediate assistance, and the receptionist will transfer your call to the appropriate department. Until then, I will be away from the workplace on (vacation date). Thank you for your cooperation.”
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16. “Hi, We appreciate you calling us. We apologize, but our doors are currently closed at this time. We will get back to you within the same day if you could just leave us a message with your name, phone number, and the best time to contact you. Thank you.”
It is best to ensure that each team member has their business phone number. There are several reasons why they can not use their mobile phone number for work; thus, you should supply them with their mobile number via the VoIP provider or phone network.
Here are some samples of personal and professional voicemail greetings that you may use for your business number.
17. “Thank you so much for phoning (your firm) and asking for (your name). I apologize for having to put you to voicemail, but I am now on the phone with another customer, or I am out and about.
Leave your name, phone, the reason you’re calling today, and the best time to reach you, and I’ll get back to you as soon as I can.”
18. “Hey, this is (your name) at (your firm) – I appreciate you picking up the phone and calling me! I can hardly wait till we can talk. Simply leave your name and phone number, and I will get back to you as soon as possible.
Even better, just send me a text message with the ideal time to contact you and the reason for the call, and I’ll take it from there. Thanks!”
19. “Hello, it is (your name] here at (your firm). I have received your message. I am sorry that I did not answer your call. If you could just leave a quick message with your name, phone number, and email address, I will get back to you within the day. I apologize for the inconvenience. Have a nice day!”
20. “Hey, it’s (your name), from (company name). Currently, I am on leave, and I won’t be back in the office until (month). Meanwhile, please leave your name, phone number, and the reason for your call.
You can send us an email with the pertinent information at (company email), and a member of our staff will get in touch with you as soon as possible. I hope you have a wonderful day.”
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A word of caution: if you are currently looking for a job or work in a sector known for its conservatism, you should steer clear of these greetings. They will not help your cause. Keep in mind at all times who your target audience is.
Choose a clear greeting as an alternative to using comedy if there is a possibility that the other person may not enjoy your sense of humor.
The following is a list of some examples of clever and humorous professional voicemail greetings that you might want to consider using:
21. “Hey, you’ve reached (your name). I am not sitting at my desk. Go ahead and make my day by sharing your thoughts with me. Kindly give your name as well as your message. Also, don’t forget to cheer up and have a nice day!”
22. I’m (your name) they also call me James Bond. I’ll get back to you when I’m done helping M16 save the world. Have a pleasant day.”
23. “Hello! You have reached (your name) at this time. Please include your name, phone number, and answer to the age-old question, “Which came first, the chicken or the egg?” Anyone who answers correctly will be contacted.”
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It is courteous to inform your clients if you are absent from your workplace over the holidays, whether Christmas, Halloween, Easter, or any other occasion. In addition, you may take advantage of this occasion to extend your best holiday wishes to your customers.
Here are some samples of professional holiday greetings that you can leave on someone’s voicemail:
24. “You have reached (your name); thank you for your call. I won’t return to the office until (date); I’m now away on holiday. Please leave your contact information and the reason for your call, and I will get back to you as soon as I can.”
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25. “From all of us here at (business name), Happy Holidays! We’ve adjusted our regular business hours somewhat during the winter (list the hours). We hope that it’s not an urgent matter, but if it is, be assured that we have you taken care of.
Please get in touch with us at (your company’s email address), and we will respond as quickly as we can. We will be in touch with you once we have returned from our vacation regarding any further questions or concerns you may have; we may have gained a few extra pounds, but we are still excited to talk to you! Wishing you a pleasant holiday season.”
26. “What’s up, folks! Thank you very much for contacting (your business). We apologize for the inconvenience, but please know that we will get back to you as soon as possible after the holidays.
We hope that it is not an urgent matter, but if it is, be assured that we have you taken care of. Please get in touch with us at (your company’s email address), and we will respond as quickly as we can. You’re very welcome, and I hope you have a wonderful day.”
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A professional voicemail greeting may serve as a window into your business when you cannot immediately respond to a customer’s inquiry in person or over the phone. Because of this, it is extremely important to ensure that the voicemail message is structured appropriately.
It is of the utmost importance to first authenticate the interest that your consumers have in getting in touch with you. This can be accomplished by beginning with “Thank you for reaching out to us” and then expressing your remorse for causing them to experience any trouble due to your actions.
The most effective strategy is to keep it brief and uncomplicated. Voicemail greetings that are professional and that users will listen and reply to should ideally be between 10 and 30 seconds long.
When support is already running behind schedule, leaving a lengthy and professional welcome on voicemail will not be helpful.
You should always give alternatives in professional VM greetings if the consumer requests further information. Some examples of these possibilities include the next availability of your agent.
When a client leaves a message, your professional voicemail greeting should prompt them to provide as much information as possible. This will guarantee that you address the customer’s issue promptly.
You should also include a convenient time to contact the customer in the information provided.
Your company may stand out from the crowd and break through the monotony of the business world with the help of personalized business phone greetings.
A distinctive greeting for your voicemail may help you bring in new clients and offer existing ones an idea of what to anticipate from you when they call.
When you leave a message on someone’s voicemail, you should always begin by stating your complete name and the job title at the very beginning of the message.
Then you should leave a message that includes the purpose you are calling, your phone number, and the area code. At the end of the message, it is important to restate both your name and the call-back number.
The recording has to contain, at the very least, your name, the business name, and the hours that your office is open. You may also offer the best method to contact you, including an email address. Tell them whether or not they can leave a message in the VM.
Do not use your complete name as the greeting on your voicemail; con artists can grab the recording and use that to gain access to your bank account and other sensitive information. Instead, you should be using your first name.
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It’s possible that crafting a voicemail greeting won’t be your idea of a good time, but if you use the scripts that I’ve provided, the process should be less stressful for you.
There is no need to rehearse the greeting repeatedly. You have to punch in your name, your firm’s title, and any other pertinent information and then read it aloud to the voicemail greeting recorder on your phone.
Even if you don’t pick up the phone to answer it, you’ll continue to build relationships with potential customers if you have a professional greeting recorded.
Cassie Riley has a passion for all things marketing and social media. She is a wife, mother, and entrepreneur. In her spare time, she enjoys traveling, language, music, writing, and unicorns. Cassie is a lifetime learner, and loves to spend time attending classes, webinars, and summits.