35 Professional Voicemail Message Greetings for Businesses (With Expert Tips & Examples)
The importance of voicemail message greeting to the business is greater than what you may have guessed. In the USA, thousands of calls every day are sent to voicemail of companies. The future of a business opportunity can be or break it.
As soon as a customer listens to your voicemail message, he/she has an initial impression about your company. Voicemail Message Greetings for Businesses Trust is established with a professional and clear message. Disorganized or even old-fashioned greeting sends the customers away to your competitors.
Research indicates that 80 percent of the people calling would want professional voicemail messages and would be more inclined to leave a message. Better still, 67 percent of the customers are more prone to recommending a business where the preference is given to professional communication. Firms whose voicemail messages are personalized achieve a 22 percent increase in the customer satisfaction scores.
What Are Businesses Voicemail Message Greetings?
Definition and Purpose
A business voicemail message is a voice recorded message, which is played when you are not able to answer the telephone. It is the mouth piece of your business and when you are not in a position to answer the phone.
Imagine that it is your online receptionist. This is the message of greeting that the callers hear and they know they have called at the right place. It tells them the next thing to do such as to leave a message or go to another way of making contact.
Business voicemail greetings are used to achieve a number of objectives. They ensure that they are at the right company that has been contacted. They discuss the reason why you are not available. They give guidelines on what should be done next. Above all, they are your business branding and professionalism. If you are a Bible Quotes lover then visit this page.
Essential Tips for Creating Effective Business Voicemail Message Greetings
Keep Your Voicemail Greeting Concise and Clear
The most appropriate voicemail greeting is 20 to 30 seconds. Any more and you stand the risk of losing the attention of the caller. Any less and you may fail to capture the important information.
Callers in America are impatient. Research indicates that within 30 seconds on voicemail, attention is reduced by a large margin. Make your message concise and to the point.
Cut unnecessary words. Instead of saying that you are not currently available by saying that you are not able to come to the phone at the moment. Each word must have its purpose. If you want to read Good Morning Messages For Friends then visit this link.
Use a Professional and Welcoming Tone
The sound of your voice influences the image that the callers will have of your business. Combination of friendly tone and professional tone will give the ideal tone.
Speak at a moderate pace. Not too fast, not too slow. Clarity of speech makes all words to be comprehended. Clear speech eliminates confusion and misunderstanding.
Clarity in messages is based on the manner in which you convey words rather than what you speak. Record in a quiet space. Eliminate background noise. The callers should only hear your voice..
Professional Voicemail Message Greetings for Businesses: Complete Examples
Next we will examine 35 voicemail greeting samples which are ready to use. They are divided into categories to enable you locate what is required in your business.
All the examples are best practice in professional communication. You may change them to your individual data. If you want to read The Death Of A Loved One then visit this page.
Standard Professional Business Voicemail Greetings
These business voicemail greetings work for almost any company or industry. They’re professional, straightforward, and effective.
Example 1: “Hello, you’ve reached Jennifer Adams at Summit Consulting. I’m unable to take your call right now. Please leave your name, number, and a brief message. I’ll return your call within 24 hours. Thank you for calling.”
Example 2: “Thank you for calling Tech Solutions Group. This is Michael Chen. I’m either on another call or away from my desk. Please leave a detailed message with your contact information, and I’ll get back to you as soon as possible.”
Example 3: “Hi, this is David Thompson at Northern Financial Services. I can’t come to the phone at the moment. Leave your name and number after the beep, and I’ll return your call promptly. For urgent matters, please email me at dthompson@northernfinancial.com.”
Example 4: “You’ve reached the office of Lisa Martinez at Greenfield Marketing. I’m currently unavailable to take your call. Please leave a message including your phone number and the best time to reach you. I’ll respond within one business day.”
Example 5: “Hello, this is Robert Foster at Cascade Real Estate. I’m working with clients right now and can’t answer. Please leave your name, number, and reason for calling. I’ll get back to you today before 5 PM. Thank you.”
Small Business Voicemail Message Greetings
Small business owners need voicemail greetings that feel personal while staying professional. These examples strike that balance.
Example 6: “Hi, you’ve reached Amy Johnson at Creative Cupcakes. I’m probably busy baking something delicious! Leave your name and number, and I’ll call you back as soon as I can. Thanks for supporting our small business.”
Example 7: “Thank you for calling Riverside Plumbing. This is Tom Wilson, owner. I’m out on a service call right now. Please leave your name, number, and a description of your plumbing issue. I’ll return your call within two hours for emergencies, or by end of day for regular service.”
Example 8: “Hello, this is Sarah at Bloom Flower Shop. I’m helping customers or out on deliveries. Leave your name and number, and tell me about your floral needs. I’ll call you back soon. For same-day delivery, please call our main line at 555-0199.”
Example 9: “Hi there! You’ve reached Mark’s Auto Repair. This is Mark speaking, well, recording. I’m under a hood right now. Leave your name, car issue, and phone number. I’ll call you back when I’m cleaned up. Thanks for choosing us.”
Example 10: “You’ve reached Peterson Tax Services. This is Janet Peterson. It’s tax season, so I’m swamped helping clients. Please leave your name, number, and what you need help with. I’ll return your call within 24 hours. For urgent tax deadlines, please email janet@petersontax.com.”
Corporate Office Voicemail Greetings
Large organizations need corporate greetings that sound professional and polished. These examples work for executives and department heads.
Example 11: “Thank you for calling Global Industries. This is Patricia Williams, Director of Operations. I’m in meetings until 3 PM today. Please leave a detailed message with your name and contact information. For immediate assistance, contact my assistant, John Rivers, at extension 2847.”
Example 12: “Hello, you’ve reached the Human Resources Department at Sterling Corporation. This is Amanda Foster, HR Manager. I’m currently away from my desk. Please leave your name, employee ID if applicable, and a brief message. I’ll return your call by the next business day.”
Example 13: “This is Charles Martin, Vice President of Sales at Apex Technology. I’m either on a call or traveling to client sites. Leave your name, company, and phone number. For urgent sales inquiries, please contact our sales team directly at 555-0177.”
Example 14: “You’ve reached the Executive Office of Michelle Rodriguez, Chief Financial Officer at Horizon Enterprises. Please leave a detailed message including your name, organization, and purpose of your call. For accounting matters, please contact our finance department at extension 5500.”
Example 15: “Thank you for calling the Legal Department at Northeast Banking. This is Attorney James Wilson. I’m unavailable at the moment. Please leave your name, matter reference number if you have one, and contact information. For time-sensitive legal matters, please call our main legal line at 555-0166.”
Customer Service Voicemail Message Greetings
Customer support voicemail greetings need to sound helpful and reassuring. These examples manage customer expectations effectively.
Example 16: “Thank you for calling Bright Tech Support. All of our support agents are currently helping other customers. Your call is important to us. Please leave your name, account number, and a detailed description of your issue. We’ll call you back within four hours during business hours.”
Example 17: “Hello, this is the Customer Care Team at Premier Services. We’re sorry we missed your call. Please leave your name, phone number, and customer ID. Describe your concern in detail, and we’ll respond by the next business day. For urgent issues, visit our help center at premierservices.com/help.”
Example 18: “You’ve reached Customer Support at Valley Home Appliances. Our representatives are busy at the moment. Leave your name, phone number, and product model number. Tell us how we can help you. We’ll return your call within 24 hours. For immediate help, check our FAQ page at valleyhome.com.”
Example 19: “Thank you for contacting Sunshine Travel Customer Service. All agents are currently assisting other travelers. Please leave your name, booking reference number, and phone number. Explain your travel question or concern, and we’ll call you back as soon as possible.”
Example 20: “This is the Support Team at Digital Cloud Solutions. We’re helping other customers right now. Leave your name, company name, and support ticket number if you have one. Describe your technical issue, and we’ll contact you within six hours. For system outages, email emergency@digitalcloud.com immediately.”
Out of Office Business Voicemail Greetings
Out-of-office voicemail messages need to explain your absence and provide alternative contact options. These examples handle temporary absences professionally.
Example 21: “Hi, this is Rachel Kim at Pacific Consulting. I’m out of the office from June 15th through June 26th. I’ll have limited email access. For urgent matters, please contact my colleague, Steve Martinez, at smartinez@pacific.com or extension 3456. I’ll return your call when I’m back in the office.”
Example 22: “Hello, you’ve reached Daniel Brooks at Innovation Labs. I’m currently attending a conference and won’t return until Friday, March 10th. Please leave a message, and I’ll respond when I return. For immediate assistance, contact our main office at 555-0188.”
Example 23: “Thank you for calling. This is Emily Santos at Garden State Legal. I’m out on personal leave until April 3rd. For urgent legal matters, please contact Attorney Michael Foster at 555-0145. For non-urgent issues, leave a message, and I’ll return your call when I’m back.”
Example 24: “Hi, this is Kevin Wright at Mountain View Architecture. I’m out of the office this week for a family emergency. I’ll return on Monday, February 20th. For project questions, please email our project manager at projects@mountainview.com. Thank you for your understanding.”
Example 25: “You’ve reached Dr. Maria Gonzalez at Wellness Medical Center. I’m on vacation until August 15th and won’t be checking voicemail. For medical concerns, please call the main clinic number at 555-0122 where another provider can assist you. For non-urgent matters, leave a message, and I’ll respond when I return.”
Holiday Business Voicemail Greetings
Holiday greetings inform callers about special schedules while maintaining a festive yet professional tone.
Example 26: “Happy Holidays! You’ve reached Northwest Supply Company. Our office is closed for Thanksgiving, November 23rd through 25th. We’ll reopen Monday, November 27th at 8 AM. Please leave a message, and we’ll return your call when we’re back. For urgent orders, email orders@northwest.com.”
Example 27: “Season’s Greetings from everyone at Coastal Insurance. This is Jennifer Blake. Our offices are closed for Christmas from December 24th through December 26th. We’ll return on December 27th. For insurance emergencies, please call our 24-hour claims line at 555-0199.”
Example 28: “Happy New Year! This is the team at Metro Accounting Services. We’re closed for New Year’s Day and will return on January 2nd. Leave your name and number, and we’ll get back to you when we reopen. Wishing you a prosperous new year!”
Example 29: “Thank you for calling Liberty Financial Group. In observance of Independence Day, our office is closed on July 4th. We’ll reopen Thursday, July 5th at 9 AM. Please leave a detailed message, and we’ll respond when we return. Happy Fourth of July!”
Example 30: “Hello from Evergreen Services. Our office is closed for Memorial Day on May 29th. We’re honoring those who served our country. We’ll return to normal business hours on Tuesday, May 30th. Leave a message, and we’ll call you back. Thank you for your patience.”
After-Hours Business Voicemail Greetings
After-hours messages explain why you’re not available and when callers can expect to reach you again.
Example 31: “Thank you for calling River City Dental. You’ve reached us outside our regular business hours. Our office is open Monday through Friday, 8 AM to 5 PM, and Saturdays from 9 AM to 1 PM. Please leave your name, number, and the nature of your dental concern. We’ll return your call first thing in the morning. For dental emergencies, please call our emergency line at 555-0166.”
Example 32: “Hello, this is Atlas Security Systems. You’ve reached us after business hours. Our office hours are Monday through Friday, 9 AM to 6 PM. For security emergencies, press 1 now to reach our 24-hour monitoring center. For all other calls, leave a message, and we’ll respond when we reopen tomorrow.”
Example 33: “Hi, you’ve reached Sunset Veterinary Clinic after hours. Our regular hours are Monday through Saturday, 7 AM to 7 PM. For pet emergencies, please call Northside Emergency Vet at 555-0177, who provides 24-hour care. For appointment scheduling and general questions, leave your name and number, and we’ll call you back during business hours.”
Example 34: “Thank you for calling Precision Auto Body. We’re currently closed for the evening. Our shop is open Monday through Friday, 7:30 AM to 5:30 PM. Please leave your name, phone number, and information about your vehicle repair. We’ll call you back first thing tomorrow morning. For towing services, call our partner TowPro at 555-0155.”
Example 35: “This is Marina Bay Restaurant. You’ve reached us outside our dining hours. We serve lunch from 11 AM to 2 PM and dinner from 5 PM to 10 PM, Tuesday through Sunday. We’re closed Mondays. To make a reservation, please call during business hours or book online at marinabay.com. We look forward to serving you soon!”
How to Customize Voicemail Message Greetings for Your Business Type
Different industries need different approaches to voicemail greetings. Let’s look at how to tailor messages for specific business types.
Retail and E-commerce Business Voicemail Greetings
The retailing type of businesses require customer-focused messages, which are friendly and helpful. The greeting that you make needs to sound like you are thrilled to assist shoppers.
Put in your store hours with the message. Telephone calls are common so that a customer can enquire whether you are open or not. It is a time savings to provide this information at the beginning.
Healthcare and Medical Office Voicemail Greetings
The medical offices have special difficulties in the form of voicemail greetings. Messaging has to be designed carefully in regard to patient privacy and emergency protocols.
HIPAA compliance implies that it will not request patients to leave any detailed medical information on voicemail. Be imprecise with instructions: “Please leave your name and a little message of why you are calling.
Real Estate Business Voicemail Messages
Voice mail greetings that are urgent and available are required by real estate agents. Clients (sellers and buyers of property) require fast replies.
Response to inquiry of property should be quick. State that you look at messages regularly. I comply voicemail hourly and am fast to respond.
Common Mistakes to Avoid in Business Voicemail Message Greetings
Despite the intentions, businesses have blunders with voice mail greetings. Let’s look at what to avoid.
Callers get irritated with lengthy voicemail messages. Caller patience has limits. In less than 30 seconds, the majority of the people do not listen attentively.
Overloading of information occurs when you attempt to add excess information. Only the necessary details should be left: who you are, why you are not available and what should be done by the callers.
Ambiguous messages are a source of confusion. Soon will come back to you is no help. “I’ll return your call
Musty greetings are a fast way of damaging business reputation. There is no appearance that is worse than a greetings of the holiday with the references to the dates of the year before.
Greetings are old-fashioned and credibility goes. Consumers are asking themselves what you are not able to do when you cannot even keep a basic voicemail.
Poor Audio Quality
Voice mail messages are unprofessional in the presence of background noise. Record in a quiet space. Close windows. Turn off fans and radios.
The issue of environment recording is hugely significant. Even professional words are bad in a bad audio quality.
Being the only sound on the recording should be your voice. There are no traffic sounds, no conferences between the colleagues, no ringing phones.
Advanced Features for Business Voicemail Systems
Voice email systems that are modern have features that revolutionize the way you manage missed calls. Let’s explore these tools.
Voice mail to email is the one that transfers the message in your inbox. An email notification is sent whenever a person leaves a voicemail.
Profits to time-starved individuals are massive. Suggestions Check voicemails; review other emails. No need to call in to a voice mail system.
The improvement in response time occurs automatically. The messages are shown immediately and not found hours later.
Mechanism: When an individual leaves a voicemail the system turns it into an audio file. This file is added to email and is sent to your inbox.
Voice mail transcription is also offered on many systems. You are able to read the message rather than listening and this is useful in a noisy environment or a meeting.
