27 Expertly Crafted Voicemail Greetings for Business Communication

Reports show that around 80 % of callers sent to voicemail won’t leave messages. But a striking voicemail greeting will encourage them to just do that and all you have to do then is reply. 

Voicemail is a handy tool that allows customers to interact with you, even though they cannot reach you at the given time. Motivate your customers to leave you a message by crafting notable professional phone greetings that no one will abandon.

Don’t know what a professional greeting should look like? Below, you’ll find 27 expertly crafted greeting messages that you can use for a variety of occasions. Keep reading!

Key Takeaways:

• Tailor your greeting to reflect your brand’s personality and address your specific audience, making every caller feel valued.
• Clarity Matters: Keep your message clear and concise, ensuring callers know exactly what information to leave and what to expect next.
• Include Essential Information: Always state your business name, reason for unavailability, and a request for the caller’s details.
• Direct Callers Appropriately: Offer alternative ways for callers to find information or get assistance, such as visiting your website.
• Prompt Action: Encourage callers to leave a message and assure them of a timely response, showing respect for their time and inquiry.

What is a Good Voicemail Greeting for Business? 

The ideal greeting is up-to-date, clear, precise, and informative. It should include your business name and an expression of regret for missing the call. Also, you should prompt the caller to leave:

• their contact information
• the reason for their call
• any other details you might need to follow up effectively.

Additionally, a good business voicemail greeting often includes an estimated time frame for a return call, setting realistic expectations for the caller.

It’s beneficial to incorporate alternate contact methods or resources, like directing callers to your website for immediate answers to common questions. This approach demonstrates your business’s commitment to customer service and efficiency.

Why are Voicemail Greetings Important? 

According to Nectafy, 88% of people who search for a local business will either call or visit the office in 24 hours. But if your company doesn’t have much else to offer besides a busy signal, there’s a good chance that the caller will hang up and look for another company. 

Obviously, you cannot answer all of your calls immediately. For this reason, you need to have professional business phone greetings prepared.

7 Key Elements of a Professional Phone Greeting

A professional phone greeting is your first opportunity to present a positive and efficient image of yourself or your business. It sets the tone for the interaction and can significantly impact the caller’s perception. 

Voicemail greetings have a basic structure of what they should contain. Following it may be your base for tailoring a perfect message. 

Here are essential components to include for an effective professional greeting:

1. Create a Warm Welcome

The initial greeting should be friendly and warm, showing the caller they are appreciated.

Example: “Hello” or “Good [morning/afternoon/evening]” 

2. Introduce yourself

Immediately introduce yourself and your company or department. This confirms to the caller that they’ve reached the right place and adds a personal touch.

Example: “You’ve reached CloudTalk, Sales department. My name is …”

3. Offer Assistance

After the introduction, express your willingness to assist. A simple question invites the caller to state their purpose and demonstrates your readiness to help.

Example: “How can I help you today?“

4. Offer Clear Guidance

Guide callers through what to do next. Clarity is key, whether it’s navigating a phone menu or exploring alternative contact options. 

Example: “If you’re calling about an existing order, please press 1. If you’d like help placing a new order, please press 2.“

5. Mention Response Time and Give a Call-To-Action

It is helpful for the caller to know when they can expect to be contacted. Therefore mention an expected response time. Also provide a call to action, like leaving a message or a request for the caller’s identity and his/her reason for contacting you.

Example: “I’ll get back to you within 24 hours.” / “Please, leave a message after signal. State your name and the purpose of your call.”

6. Simplify and Focus

Keep your greeting clear and to the point. Try to share what’s necessary within 20-25 seconds and avoid overly complex phrases or industry jargon that might confuse the caller.

7. Use a Professional Tone 

Use a professional tone throughout your greeting. This includes being polite, using proper language, and maintaining a positive demeanor.

You  might also include the following, depending on the situation:

• An apology for your unavailability and a brief explanation; 
• Thank the caller for taking the time to leave the message;

PRO TIP: If you have callers in different time zones, be sure to include your business hours and your time zone, so you communicate precisely and set expectations.

27 Professional Business Voicemail Greetings Scripts

Explore our curated collection of 27 professional business voicemail greetings, each crafted to convey efficiency, warmth, and professionalism. These examples ensure they feel valued even when you can’t answer the phone.

Business Voicemail Greetings

1. Standard Business Voicemail Message

This is a greeting that plays when you are at work but currently unavailable for whatever reason. For example, you are attending a meeting. 

You can keep it longer, yet still at the recommended rate of a maximum of 30 seconds. 

EXAMPLE: “Hello, you’ve reached <company name>. We are sorry, but we can’t take your call right now. Please leave your name, contact information, and the reason for reaching out. One of our team members will be in touch with you as soon as possible. You may also visit our website [company website URL] for more options. Thank you for contacting us.” 

2. On-hold Personalized Voicemail Message

This is what the customer hears when queuing since all of your agents are currently handling another case. Customers may wait in the queue or leave a voicemail right away. 

EXAMPLE: “Dear caller, we are sorry, but all of our agents are currently busy. Please stay on the line, and an agent will answer your call as soon as possible. You can also choose to leave a message. Thank you for your patience.” 

3. Out-of-Office Voicemail Message

If your team is away, we recommend tailoring specific messages for these purposes. It is especially useful if you wish to let customers know that your office is available in specific business hours. This way, you set an expectation of when customers can reach you or when they may reach you. 

EXAMPLE: “Hi, you’ve reached <company name>. We are currently not able to answer your call. Our standard opening hours are from 9 am to 5 pm, from Monday until Friday.

You can visit our website for related information. If you’d like to leave us a message, please provide your name, number, and reason for your call. We will get back to you. Thank you.” 

4. Voicemail Greetings for Calls Received after business hours

For those moments when customers or clients call outside of your regular operating hours, it’s crucial to have a greeting that informs them of when they can expect a response. 

EXAMPLE: “Thank you for calling [company name]. Our office is currently closed. Our business hours are from [start time] to [end time], Monday through Friday.

Please leave your name, phone number, and a brief message, and we will return your call when our office reopens. For more information, visit our website at [website URL]. Thank you!”

5. Voicemail Greetings for Your Business Cell Phone Number

When you’re using a business cell phone, you want a greeting that’s professional yet personal. This example strikes the right balance:

EXAMPLE: “Hi, you’ve reached [your name] with [company name]. I’m currently unavailable to take your call. Please leave your name, number, and a detailed message, and I’ll return your call as soon as I can. Thank you for reaching out, and I look forward to speaking with you soon.”

6. Prompt Email Response Voicemail

If email is your preferred contact method, let your voicemail reflect that to encourage listeners to use it. 

This script pitches emailing as a faster and more efficient communication channel, guiding callers towards it.

EXAMPLE: “Hello, this is [name] from [company]. For an immediate reply, kindly email me at [insert email address], and I guarantee a response by the end of the next business day. If your matter isn’t urgent, please leave your contact info, and I’ll get back to you. Wishing you a lovely day.”

7. Voicemail Message for Directing Specific Inquiries

To avoid spending time on calls that could be better handled by someone else or through different means, this voicemail message offers clear directions for common queries.

EXAMPLE: “Hi there, it’s [your name]. For inquiries about [X reason], you should reach out to [alternate contact] or [visit our website, send an email]. For everything else, please leave your name and a short message, and I promise to return your call within [one to three] business day[s].”

8. Informative Voicemail Script for General Inquiries

This voicemail script should efficiently direct callers to the most requested information, saving time for both the caller and your team. It provides a straightforward path for obtaining information while still offering the option for personal contact if needed.

EXAMPLE: “Hi, you’ve connected with [company]. For details on [X], our [Facebook page, company website, etc.] is a great resource. Interested in learning more about [Y]? Check out [specific page on our site, our YouTube channel, etc.].

If you have further questions or simply wish to speak with someone from our team, please leave your name and contact number, and we’ll get back to you promptly.”

9. Request for Convenient Callback Time

Inform your callers of your eagerness to connect by requesting they leave a preferred time for you to call back, demonstrating your commitment to not miss a chance for a conversation.

EXAMPLES: “Hello, this is [company name]. Sorry we missed your call! We’d love to get back to you. Kindly leave your name, phone number, why you’re calling, and when the best time to return your call would be – we want to make sure we catch you next time. Looking forward to speaking with you soon.”

“Thanks for calling [your company]. We’re looking forward to speaking with you. Let us call you back as soon as we are available by leaving your name, contact information, and the reason for your call. Have a great day.”

Vacation, Holidays, and Leave Voicemail Greetings

10. Holiday Voicemail Message

Companies usually do not work during holidays, such as Christmas or Easter. You need to inform a customer when you will be back.

This greeting can also be a bit more informal since holidays are cheerful times of the year.

EXAMPLE: “Hello, <company name/team’s name> is out until [date]. We’ll make sure to call you back straight away when we return. If your request is urgent, leave us an email at [company email address]. Thank you. Have a lovely holiday.”

11. Parental Leave Voicemail

Ah, the joy of welcoming a new family member! If you’ve received parental leave, consider using a voicemail script that directs callers to another point of contact while showing a bit of your personality. 

You don’t have to stick to a formal tone; feel free to customize the message to reflect your style.

EXAMPLE: “Hello, you’ve reached [your name and title]. I’m currently out on parental leave until [date]. In the meantime, please direct all phone calls to [alternate contact name] at [phone number] and emails to [email address]. Thanks, and I’ll see you in [month you’ll be back in the office].”

12. Adventurous Vacation Voicemail Message

For a touch of humor in your vacation voicemail message, feel free to personalize the example given. It’s a fun way to let your callers know about your escapades. Remember to mention when you’ll be back to reconnect.

EXAMPLE: “Hi, this is [your name]. I’m off on an adventure, maybe [trekking across South America, navigating the dense jungles of Borneo, snorkelling with whales in the Galapagos] — or quite possibly, [battling severe jet lag, searching ‘Are black scorpions deadly,’ or on the hunt for an extra strong after-sunscreen].

I’ll be out of reach until [date]. Please leave your name and the reason for your call, and I’ll contact you as soon as I’m back.”

13. Resignation Voicemail

When it comes to moving on to new opportunities, it’s helpful to have a voicemail script ready for your now-former company that informs callers of your departure in a positive and informative manner. Including a personal note about “chasing new adventures” adds a friendly touch and conveys excitement about your next chapter.

EXAMPLE: “Hello, [Person’s name] is chasing new adventures and is no longer with [Company name]. Please forward all future requests to [new or interim person’s name] at [phone number]. Thank you for calling!”

Voicemail Greetings for specific businesses

14. Voicemail Greetings for the Sales Professionals

Creating the right impression is essential for sales professionals. 

This greeting encourages potential clients to leave their information for a prompt follow-up:

EXAMPLE: “Hello, and thank you for calling the sales department at [company name]. All of our sales professionals are currently assisting other customers, or you’ve called outside of our regular business hours, which are [start time] to [end time]. 

Please leave your name, contact information, and a brief message about what you’re looking for, and we’ll be eager to return your call and assist you. Thank you for considering [company name] for your needs.”

15. Voicemail Greetings for Medical Offices

In a medical office, a voicemail greeting needs to balance urgency with instructions for non-emergency situations.

EXAMPLE: “Thank you for calling [medical office/doctor’s name]. We are currently unavailable to take your call. If this is a medical emergency, please dial 911 or go to your nearest emergency room.

For appointments and all other inquiries, please leave your name, contact number, and a brief message, and we will contact you as soon as possible. Our regular office hours are [hours and days]. Thank you for calling [medical office/doctor’s name].”

16. Voicemail Greetings for Real Estate Agents

For real estate agents, a good voicemail greeting can be the start of a new client relationship. This example invites potential buyers and sellers to leave their details:

EXAMPLE: “Hello, you’ve reached [your name], your dedicated real estate agent at [real estate company]. I’m currently assisting another client or out of the office.

Your call is very important to me. Please leave your name, contact information, and details about the property you’re interested in, and I’ll get back to you as soon as possible. Thank you for choosing [real estate company], where we make your dream home a reality.”

17. Voicemail Greeting for Law Firms

In a law firm, voicemail greetings should convey professionalism and confidentiality. Here’s an example that does both:

EXAMPLE: “Thank you for calling [law firm name]. Our office is currently closed, or we’re in a consultation. Please leave your name, contact information, and the nature of your legal inquiry after the beep. 

We treat every call with confidentiality and priority. We will return your call during our next business hours, which are [hours and days]. Thank you for choosing [law firm name], where your legal needs are our top priority.”

18.  Voicemail Greeting for Small Businesses and Startups

For small businesses and startups, every call is a potential opportunity to build relationships, grow your network, or make a sale. A concise, friendly voicemail greeting can make a big difference, showing professionalism and warmth even when you can’t pick up the phone. 

It’s your chance to leave a positive impression, encourage further engagement, and convey key information succinctly.

EXAMPLE: “Hello! You’ve reached [Your Business Name]. We’re all hands on deck right now, bringing you the best [product/service] possible, and can’t pick up the phone. 

Please leave your name, number, and a brief message. We’re eager to chat with you! Also, visit our website at [Website URL] for quick info. Thanks for calling [Your Business Name], where big ideas and great service meet. Talk to you soon!”

19.  Voicemail Greeting for Hospitality and Service Industries

A well-crafted greeting can reassure your callers that their satisfaction and comfort are your top priorities, even when you can’t answer the phone. 

It’s an opportunity to convey warmth, professionalism, and the essence of your service, all while providing essential information. 

EXAMPLE: “Thank you for calling [Your Hotel/Restaurant/Service Company Name], where your experience is our utmost priority. Unfortunately, we’re unable to take your call at the moment. We’re likely assisting other guests or clients. 

Please leave your name, contact number, and the reason for your call. If you’re calling to make or change a reservation, inquire about our services, or for any special requests, we want to hear about it and promise to get back to you as soon as possible. 

For immediate assistance or to learn more about our services and offers, please visit our website at [Website URL]. Thank you for choosing [Your Company Name], and we look forward to making your experience exceptional. Have a wonderful day!”

20. Voicemail Greeting for Educational Institutions

For educational institutions, a voicemail greeting serves as an important point of contact for students, parents, and staff, providing them with essential information and reassurance when direct communication isn’t possible. 

It’s an opportunity to express the institution’s commitment to education and support while guiding callers to the next steps. 

EXAMPLE: “Thank you for calling [School/College/University Name]. We’re currently unavailable, but we’ll get back to you as soon as we can. Please leave your name, contact information, and reason for calling. 

For immediate assistance, visit our website at [Website URL] for FAQs and more information. We appreciate your call and look forward to supporting your educational journey.”

Voicemail Greetings for different departments

21. Voicemail Greetings for Receptions

First impressions count, and the reception’s voicemail greeting is often the first interaction someone has with your company. Make it welcoming and helpful:

EXAMPLE: “Hello, you’ve reached the reception desk at [company name]. We’re currently either on another call or out of the office. 

Please leave your name, number, and the purpose of your call, and we will ensure the appropriate person gets back to you as soon as possible. Thank you for calling [company name], where your interest is appreciated.”

22. Voicemail Greetings for the Customer Service Phone Number

Customer service is about making sure your clients feel heard and helped, even if it’s through a voicemail. 

This greeting sets the right tone for customer support:

EXAMPLE: “You’ve reached the customer service team at [company name]. We’re sorry we missed your call. Our team is available from [start time] to [end time], Monday through Friday. 

Please leave your name, contact number, and the reason for your call, and one of our customer service representatives will get back to you as soon as possible. Thank you for choosing [company name].”

Sales Voicemail Greetings

23. Voicemail Message for the Sales Department

This greeting not only underscores the sales team’s dedication to customer success but also subtly hints at the high demand and effectiveness of their services. 

It’s a smart way to communicate the company’s value proposition while managing caller expectations.

EXAMPLE: “Hello, you’ve dialed into the Sales Department at [Company name]. Our team members are currently assisting other clients, helping them [insert goal, such as ‘achieve 25% growth through streamlining HR operations’], and can’t take your call right now.

Kindly leave your name, your company’s name, and your phone number, and we’ll contact you as soon as possible. We appreciate your call!”

24. Highlight Promotions in Your Voicemail

Inform your callers about current promotions, updates, or any new product launches. Doing so could conveniently address some of their inquiries upfront.

EXAMPLE: “Thank you for reaching out to [company name]. It sounds like you’re interested in our latest [new product, deal, offer]. We’re thrilled about it as well!

Please leave your name, contact number, and the most convenient time for us to call you back. We’re eager to answer any questions you might have and share the latest updates from [company name] with you. We look forward to talking to you and wish you a wonderful day!”

25. Sales Achievement Voicemail

Utilizing your voicemail to nurture potential leads is a smart move for any sales professional. Such a script lets you briefly highlight how you add value to your clients, reminding callers of your unique selling proposition. 

It’s also a clever way to inform people who may have dialed your number by mistake about what you do.

EXAMPLE: “Hello, you’ve dialed into [your name] at [your company]. I’m currently assisting others—possibly empowering [type of company] to achieve [X results, like ‘doubling their leads in 50 days,’ ‘recruiting top-tier engineering talent,’ ‘boosting customer conversion by 25%’].

Please leave your contact details, and let’s explore how we can replicate these successes for your business.”

Short and Funny Voicemail Greetings

26. Simple Voicemail Greeting

Your clients are busy, and so are you. Opt for these brief voicemail greetings to quickly get to the essence and prompt them to leave a message.

EXAMPLES: “Hi! Thanks for calling [company name/your name]. Please leave us a brief message, and we will get back to you as soon as possible. Have a great day!”

“You’ve reached [company name]. We can’t take your call right now, let us call you back! Please leave us your name, number, the reason for your call, and the best time to call you back – we don’t want to miss you again. Talk to you soon.”

27. Funny Voicemail Message

When we talk informally, you can try to use humor in your message. This approach is really effective in keeping customers’ attention since they are usually amused and want to hear where you are aiming. 

Yet, evaluate whether this type of phone greeting is appropriate for your brand image. It may work with creative industries but not strictly professional ones, such as finance.

EXAMPLES: “Hi, you’ve reached <your name> at <company name>. We are busy saving the world by <add what your company does best>. If you want to learn more about how we do it, please leave us your name and phone number, and we will get back to you as soon as our mission is complete. Which should be fairly soon. Thank you!”

“This is Bond. James Bond. Okay, it’s not Bond, though I wish I were. It’s really [your last name], [your first name], [your last name]. I’m currently on a mission, perhaps not saving the world with MI6, but I promise to return your call by tomorrow at the latest. Hope you’re having a great day.”

8 Best Practices for Phone Greetings

First impressions are vital, especially over the phone, where your voice and manner set the tone for the entire conversation. A professional and friendly greeting can make all the difference in customer service, business relations, and everyday communication. 

There are several attributes of high-quality business phone greetings you need to keep in mind.

1. Be Prompt and Positive

Answer the phone within the first few rings and start with a warm, positive tone. A quick and cheerful greeting shows you value the caller’s time and sets a welcoming atmosphere. Smile while recording your phone greeting. This might sound silly, but when you are smiling, listeners can hear you as upbeat, open, and friendly.

2. Introduce Yourself and Your Company

Right off the bat, let the caller know they’ve reached the right place by stating your name and the company’s. This not only confirms to the caller that they dialed the correct number but also personalizes the interaction from the start.

3. Speak Clearly and Slowly

Clarity and pace are key. Speak distinctly and at a moderate speed to ensure the caller understands every word. This is especially important in a professional setting where miscommunication can lead to confusion or frustration.

4. Be Prepared to Assist

Signal your readiness to help by asking how you can assist the caller. Phrases like “How may I help you today?” demonstrate an eagerness to provide support and direct the conversation productively.

5. Offer Alternatives if Unavailable

If the person the caller is trying to reach is not available, it’s crucial to offer alternative contact methods or to take a message. Providing options shows consideration for the caller’s needs and ensures that their request will be handled.

6. Be original

Some phrases, such as “Your call is important to us,” have been used so many times that they no longer make a good impression on callers. Keep the greeting original. You may even go bold and use humor. 

7. Make it easy on the ear

Make sure there is no background noise during recording. That can make the voicemail greeting difficult to understand. Also, keep your greetings personal and easy to listen to. Speak clearly and slowly. Don’t be too robotic.

8. Stay brief and efficient

Don’t forget that one purpose of voicemail is also to save customers’ time. Avoid recording 2 minutes long greetings with all the fluff that is not relevant. Keep it short and to the point. The recommended length is between 24 to 30 seconds maximum, otherwise a caller may hang up in the middle of your message.

PRO TIP: If needed, you can ensure the quality of your greetings by using professional voice actors.

Set Business Phone Greetings with a Virtual Phone System

If you’re struggling with voicemail greetings, no worries. Nowadays, you can count on virtual call center software – like CloudTalk – to lend you a hand. With several handy tools and features you cannot have while using a landline phone, it can make your and your customer support team’s job a lot easier.

With a Virtual Phone System, You Can:

• Set specific groups depending on your needs, and sort the incoming calls into groups (call redirection). The caller would, therefore, be redirected to the right agent for their issue.
• Set your business hours inside the app. You may also schedule all calls and messages that are coming after business hours to be redirected to a given number.  
• Record all calls so that they can be analyzed later.

By using tools such as Cloudtalk, you may also set up as many customized professional business phone greetings as you wish and schedule when you want each to be played.

The virtual phone systems allow you to prepare various other types of messages, f.e.:

• Welcome greeting – a standard voice message customers will hear when calling your call center.
• Interactive Voice Response (IVR) – an easy-to-use menu that provides relevant information for callers or helps them pick the right agent/department for a given issue.

Need a Powerful but Easy-to-Use Virtual Phone System for Your Company? 

CloudTalk is an advanced software that may take your voicemail greetings to a whole new level. Our features work seamlessly for big companies as well as for smaller, growing businesses. Check out all of CloudTalk’s advanced features and try it for free!

Conclusion 

Having a professional voicemail greeting is an integral part of your business’s communication framework. The right message can significantly enhance your company’s image, reassure callers of their importance, and streamline your customer service process. 

By selecting or tailoring one of the 27 professional voicemail greetings we’ve shared, you’re not only setting a high standard for customer interaction but also ensuring that every call, even the missed ones, contributes positively to your business reputation. 

Remember, the goal of your voicemail greetings is to make every caller feel heard and respected, paving the way for fruitful future engagements.