The Importance of Professional Voicemail Greetings
Did you know that scripted voicemails can increase sales by 22%? Building an effective voicemail greeting can boost your local business’s perception by giving existing and potential customers the answers they need.
A business without a voicemail greeting is like a company with no phones. Imagine a customer trying to contact you and, for whatever reason, you or your customer service personnel are unable to take the call. If the ring continues endlessly, they will hang up and may have a bad impression of your business. Even worse, they may then call your competitor.
Voicemails can be used to manage relationships with customers and suppliers, to automate incoming calls, and to streamline your customer responses. Creating a short message to provide customers with the information they need can have a huge impact on their customer experience.
In this article, we’ll cover the best voicemail greetings to use depending, on the situation and purpose.
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Voicemail Message Examples for Local and Small Businesses
Even with the introduction of many other communication channels, 54% of customers still prefer phone calls when connecting with customer service.
Whether you’re going for a detailed message or one that is short, simple, and sweet, we have you covered on creating that perfect voicemail message when 54% of the customers who prefer phone calls attempt to contact you.
Here are some voicemail greetings scripts for further inspiration.
General company voicemail greetings
This outgoing voicemail message should be a brief message and reserved for your public company contact number. Here are some example greetings:
“Hi there! Thanks for calling [company name]! We are currently unavailable to take your call. Please leave your name and phone number, and we’ll get back to you as soon as possible. Have a great day!”
“Hi! We’re glad you called [company name]! Our lines are currently busy, but we’d love to get back to you as soon as we’re available. Please leave your name, number, and request. Thanks!”
“Hello, you’ve reached [company name]. We can’t take your call right now, but please leave us your contact information including your name and reason for the call. Let us know the best time to call you back. Looking forward to connecting soon!”
Holiday voicemail greeting
Depending on the nature of your business, the holidays may be a busy time for you. In such cases, you’ll have to manage customer expectations and stay on top of any incoming requests.
Creating a dedicated line for the holiday season is a good idea. Try the following holiday-themed scripts when the occasion comes knocking around:
“Happy Holidays from [company name]. We’re sorry to inform you that our office is currently closed until [date]. Please leave us your name, phone number, and the time you’d like to hear back from us. We hope you have a great holiday, and thank you for calling in!”
“Thanks for calling [company name]! Our office hours have changed this holiday season from [list hours]. Have an emergency? You can reach us at [emergency contact number], and we’ll contact you as soon as we’re available. Thanks and happy holidays!”
“Hey there! Thanks for calling [company name]. Our lines are swamped right now due to the holiday rush, but we’ll get back to you as soon as a customer service agent frees up. Please drop a message with your name, phone number, and reason for calling. Have a happy holiday!”
After-hours voicemail greetings
If your business isn’t the kind requiring 24/7 customer support at the helm, you should definitely have an after-hours voicemail greeting set up for when customers call in past your working hours.
Here are a couple greetings to consider:
“At [company name], it’s never a bad time to call. Unless, of course, you’re reaching us after-hours. Please leave your name, number, and reason for calling, and we’ll get back to you as soon as we open again. Thank you!”
“Hi, thanks for calling in, but we’re currently closed. Please leave your contact information and the best time to reach you, so we can get back to you tomorrow.”
“Hi, you’ve reached [company name]. You just missed us as our working hours end at [insert time]. In the meantime, you can visit our website at [website URL] or reach out via web chat, text, or email at [email address]. Alternatively, please feel free to leave us a message, and we can call you back tomorrow. Have a great day!”
All agents are currently busy
Sometimes, your customer service agents may be unavailable if they’re all occupied. Here’s what to say if that’s the case:
“Hi there! All our lines are currently occupied. Please leave a message with your name and phone number, and we’ll have one of our agents get back to you as soon as they can. Thank you!”
“Hi, this is [agent name] with [company name]. Our call volumes are high right now, so please stay on the line. Otherwise, you can give us your contact information and we’ll get back to you soon. Thank you!”
“Thank you for calling [company name]. All of our agents are currently busy assisting other customers. Please leave your name and phone number at the tone, and one of our representatives will return your call as soon as possible.”
Short and to the point
Don’t want to take up too much of your caller’s time? Keep your voicemail recording brief and concise. Here are some examples:
“Hello! You’ve reached [company name]! You know what to do after the beep.”
“Hi, this is [business owner’s name/agent name] from [business name]. I’m not at my desk right now, but I [or coworker] will get back to you ASAP. Please leave a message!”
“Hello, you’ve reached [company name]. Leave a message so we can call you back the moment our team frees up. Thanks!”
Company holiday voicemail greetings
All companies need some time off, and so does yours. In the event of a company-wide holiday, you should definitely keep your customers in the loop and let them know that you’re not working regular business hours. Here are some examples of how to do that:
“We are currently closed on a company-wide holiday, but will be back in office at [date] and [time]. Your business is important to us, so please leave us a message and we’ll call back.”
“Thanks for calling [company name]! Our offices are closed today, but we will be back in the office on [date] to answer all of your questions. Please leave a message and we’ll get right back to you!”
“Hi there, thank you so much for calling in, but we’re closed today on account of [company holiday]. We’ll return calls tomorrow the moment we’re in. Please leave a message with all the details. Thank you for your patience!”
Quick Tips for Crafting the Perfect Message
There is such a thing as a perfect voicemail message. Here’s how you can make sure whoever dials into your business is satisfied with the experience:
Introduce the business/who the customer has called. You should always mention the subject on the business end of the phone system. Make your company and its team members known so that the customer feels familiar, even if the phone call isn’t happening live.
Listen and re-record as needed. Before you publish your voicemail greeting, listen to it and make sure it sounds how you want it to sound. If not, record again until it’s perfect.
Provide a follow-up timeframe. If you’re out of the office, give customers a rough estimate of when they can expect a reply—especially if it’s going to be longer than 24 hours.
Include other ways of getting in touch. If you’re out but can still be reached online (e.g via email, text, or live chat), be sure to include this information in your voicemail greeting so that callers know how to reach you without having to wait.
Use a warm and friendly tone. Even though customers can’t see you, they can hear your tone! Make sure you’re using a warm and personable tone throughout your voice message.
Proper sign-off. Every voicemail greeting script, no matter the purpose, should have a proper sign off and closing tone. Thank your customers for calling in and tell them you value their patience.
Signpost Can Help Your Local Business Connect with Clients
Creating personal voicemail greetings might seem like a small affair, but it’s one simple method of customer service and marketing automation with a long-term impact for customers or prospects dialing in. The above templates should be able to get you started on perfecting yours.