When your business misses a customer’s call, having a clear, professional voicemail greeting is essential. It sets the tone for the customer interaction, dispels frustration, and helps maintain a positive and professional reputation. Altogether, your voicemail greeting directly impacts customer satisfaction.
These 25 examples of voicemail greetings for businesses can help you create custom, personal voicemail greetings that speak to customer pain points while making callers feel valued and heard.
Weave AI Receptionist can help you streamline voicemail management and ensure customer engagement at every touchpoint.
Having a friendly, personalized greeting for customers who call during normal office hours can create a positive impression when you miss a call. In this standard greeting, include the following key points:
- Your business hours
- Directions to leave a message
- How quickly the caller should expect a call back
Example: “Hello, you’ve reached [Company]. We’re sorry we missed your call. Our business hours are 9 AM to 5 PM, Monday through Friday. Please provide your name, phone number, and a short message, and we will get back to you as soon as possible. Thank you!”
You also need a professional message for when a customer calls after hours. This voicemail greeting should:
- Acknowledge that the office is closed.
- State your normal working hours.
- Provide options for immediate assistance.
- Let callers know when they can expect a follow-up.
Example: “Thanks for calling [Company]. We are currently closed. Our normal business hours are [hours]. Please provide your name, contact information, and a brief message, and we will return your call when we reopen. If this is an urgent matter, please call [emergency contact].”
When your business closes temporarily for maintenance, a staff meeting, or an event, you need an effective voicemail message to communicate this change.
Example: “Hello, you’ve reached [Company]. We are temporarily closed for [reason] and will return to normal operations on [date]. Please provide your name, phone number, and reason for calling, and we’ll reach out to you when we return. We appreciate your patience!”
Your voicemail can also act as an effective marketing tool to engage customers even when they cannot speak directly with staff. Use your voicemail greeting to share details about a special promotion or sale.
Example: “Thank you for calling [Company]. We’re currently running a special promotion: [describe promotion]. For more details, visit our website at [website URL]. If you’d like to speak with someone, provide your name and contact info, and we’ll return your call shortly. Thank you!”
When your business is closed for a holiday, record a special voicemail greeting providing information about the closure, your return date, and urgent contact information.
Example: “Thank you for calling [Company]. We are closed for [Holiday] but will return to normal hours on [reopening date]. Please provide your name, phone number, and a brief message, and we’ll get back to you once we reopen. If this is an urgent matter, please call [phone number].”
If customers regularly call your business needing technical support, having a targeted voicemail greeting can help you respond to their request more efficiently.
Example: You have reached [Company] Technical Support. Please leave your name, phone number, and information about the issue you are experiencing, and a team member will reach out to you shortly. For immediate assistance, please visit our help center at [website URL].
Having a great voicemail greeting for when customers call with general inquiries can help you enhance customer satisfaction and engagement. This voicemail message should:
- Encourage the caller to leave their name and contact information
- Provide an approximate turnaround time for inquiries
- Direct them to a self-service option, such as your website
Example: “Hello, and thank you for calling [Company]. Leave a message with your name, phone number, and the reason for your call, and we’ll reach out to you within 24 hours. You can also visit our website at [website URL] for helpful resources.”
When customers call requesting more information about your products, missing their call could lead to the loss of a sale. But the right voicemail greeting can keep them engaged and reassure them that you will be in touch soon.
Example: “Thank you for calling [Company]. Interested in learning more about our products? Provide your name, contact information, and the product you’re interested in, and we’ll get back to you as soon as possible with more details. You can visit our online catalog at [website URL].”
If you are currently hiring or have a redirect option for job applicants, set up a special voicemail message for their calls.
Example: Hello, thank you for calling [Company]. If you’re inquiring about a job position, please visit our careers page at [website URL] to see our current job openings. For inquiries, leave your name, contact information, and the position you’re interested in, and we’ll get back to you as soon as possible.
You can also create a voicemail greeting for your business’s potential partnerships or collaborations.
Example: “Hi, you’ve reached [Company]. We are currently accepting applications for partnerships. Please provide your contact info and a short message explaining your idea, and we’ll follow up with you to discuss further. You can also reach us via email at [email address].”
Want to engage customers with a warm, friendly voicemail message? Keep these tips in mind:
- Use a conversational, excited tone
- Mention that you look forward to speaking with them and that their call is important
Example: “Hello, and thanks for calling [Company]. We’re sorry we missed your call! Please share your name and number along with a brief message, and we’ll return your call shortly. You can also check out our website for more information. We look forward to speaking with you soon!”
If a customer is trying to reach a specific staff member, redirecting them to the intended recipient’s personal inbox can help forge a stronger connection. Invite the staff member to record a voicemail message like this one:
Example: “Hi, this is [Name] at [Company]. I’m currently speaking with another client, but I’d love to help! Please leave a message, and I’ll get back to you as soon as I can. In the meantime, feel free to visit our website at [website URL] for more information.”
If you prefer your business voicemail greeting to maintain a professional tone, keep the message clear, direct, and straightforward.
Example: Thank you for calling [Company]. Your call is important to us. State your name, contact number, and the reason for your call, and we will return your message promptly. For urgent assistance, visit our website at [website URL].”
When customers contact the sales department, your voicemail greeting should be targeted toward these inquiries.
Example: “You have reached the Sales department. We’re currently assisting other customers, but we’d love to help you. Please share your name, company, and a message about what you’re looking for, and we’ll return your call as soon as possible. You can also visit our website at [website URL] for more information.”
A good voicemail greeting for HR departments is clear and addresses various reasons for calling.
Example: “You’ve reached [Company] Human Resources. Please share your contact information and how we can assist you. You may also email us at [email address], and we will get back to you shortly.”
Customers who call with billing inquiries should be greeted with a professional voicemail recording that requests detailed, pertinent information.
Example: “This is the Billing department at [Company]. Please leave your name, account number, and details about your inquiry, and we will get back to you as soon as possible.”
For phone calls about shipping or logistics, ask the caller for the order details and provide information about checking their order status online.
Example: “Hello, you have reached [Company]’s Shipping department. Please leave your name, contact information, order number, and tracking number, if available, and we will follow up with you. You can visit [company website] for online order tracking and updates.”
Callers seeking healthcare assistance should be met with a professional voicemail greeting that reminds them to call 911 if they need urgent assistance.
Example: “Thank you for calling [Healthcare Company]. We are busy helping other patients. Please leave your name, contact information, and a short message, and we will return your call promptly. If this is an emergency, hang up and dial 911.”
Legal firms should exercise caution when recording voicemail greetings to ensure that they are legally compliant. Mention that leaving a message does not establish an attorney-client privilege.
Example: “Thank you for calling [Law Firm]. We are sorry we missed your call. Please leave your contact information and a short description of your legal inquiry, and we’ll get back to you as soon as we can. Please note, leaving a message does not establish an attorney-client relationship.”
Real estate firms can create targeted voicemail greetings that ask for details about the inquiry and redirect callers to the property listing website.
Example: “Thank you for calling [Real Estate Agency]. We are sorry we missed your call. Please leave a message with your name, phone number, and the property details you are interested in, and we’ll follow up with you shortly. You can also explore our listings online at [website URL].”
When clients call with a confidential message, encourage them to avoid sharing private information over voicemail.
Example: “Hello, you’ve reached [Company]. We value your privacy. Please state your name and contact information, and we will call you back on our confidential line. Thank you.”
When a customer calls a specific staff member who is out of the office, a message like this one can explain the absence and reassure the caller.
Example: “Hello, this is [Name] at [Company]. I’m out of the office from [start date] to [end date]. Please share your name, phone number, and a brief message, and I’ll return your call upon my return.”
Staff members taking personal leave should follow a voicemail script that includes their expected return date and an alternate contact.
Example: “Hi, you’ve reached [Name] at [Company]. I’m currently on personal leave until [date]. Please leave your name, number, and a message, and I will return your call once I return. For urgent matters, please contact [alternate contact name] at [phone number].”
When a client calls to follow up with your staff member, they might feel frustrated by the lack of response. Reassure them that their call will be returned promptly.
Example: “Hi, this is [Name] from [Company]. I’m not available right now, but if you’re calling about our recent discussion or project, please leave your name, number, and any details, and I’ll get back to you as soon as I can. Thanks, and I look forward to connecting soon.”
Callers wishing to register for an event or conference should be prompted to provide details about their registration.
Example: “Thank you for calling [Company]. If you’re calling to register for our upcoming event, please leave your name, contact information, and event details. You can also find more information and register online at [website URL]. We’ll confirm your registration shortly.”
Well-crafted voicemail greetings for businesses help you maintain a positive reputation and build customer trust, even when you are not available to speak with callers directly. Weave AI Receptionist can also help your business engage customers more efficiently.
Our communication solutions help businesses efficiently manage their voicemails and customer calls. Book a Demo today to learn more.
