This article is part of a larger series on VoIP.
TABLE OF CONTENTSA professional voicemail greeting is crucial for small businesses because it sets the tone for interactions and the overall customer journey. An effective greeting should include five essential elements: a warm welcome, your company name or personal name, a prompt to explain the reason for the call, your operating hours, and a clear call to action.
Dive into our ultimate guide to learn how to craft professional voicemail messages. Or download and customize our free professional voicemail greeting template to suit your business.
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Professional Voicemail Greetings Templates
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Never miss a call and create a lasting first impression with a professional voicemail greeting. Leading VoIP solutions like RingCentral provide advanced voicemail services to enhance your business communication and customer service. Visit RingCentral
What is a voicemail? Voicemails are digitally recorded and stored voice messages left by callers that the intended recipient can retrieve later. Discover the best professional voicemail recording service providers to enhance business communication by checking out our comprehensive guide.
High-quality voicemail greetings are crucial to improving business credibility. In addition to your company-wide business voicemail greetings, employees can create their voicemail greetings for their assigned phone number or extension. Adopt professional voicemail greeting examples to increase your professionalism.
1. Hi, this is [your name] at [company name]. I’m unable to answer your call at the moment. Please leave your name, number, and brief message, and I’ll return your call as soon as possible. Thank you.
2. Hi! Thank you for calling. This is [your name] with [company name] and you’ve reached my mobile device. Unfortunately, I’m unable to take your call at the moment. Apologies for any inconvenience, but if you leave your name, number, and message, I will return your call as soon as possible. Thank you.
3. Hey there! You’ve reached [your name] at [company name]. I’m sorry I can’t take your call at this time. I’m either on another call or away from my desk. Please leave your name, number, and reason for calling, and I’ll get back to you as soon as I can. Thank you and have a great day.
4. Hello, this is [your name] at [company name]. I’m on another call. Please leave your name and phone number, and I’ll call you back as soon as possible. I apologize for any inconvenience. Thank you, and I look forward to speaking with you.
5. Hey there, it’s [your name] here at [company name]. I apologize for sending you to voicemail, but I’m on the phone with another client. Leave your name, contact information, the reason you’re calling, and the best time to call you, and I’ll get back to you as soon as I can.
6. Thank you for calling. This is [your name] with [company name]. I’m out of the office today and will return on [date]. Please leave a message with your name and number, and I’ll return your call. Thank you.
7. Hi! You’ve reached [your name] at [company name]. I’m out of the office for a meeting until [time]. Please include your name and phone number, and I’ll get back to you ASAP. Thank you.
8. Hello. You’ve reached the voicemail of [your name] in [department]. I am out of the office today and will return on [date]. Contact [coworker’s name] at [phone number and extension] if you need immediate assistance. If it’s not urgent, please leave a message or email me at [email address], and I’ll get back to you as soon as possible. Have a great day.
9. Hi, you’ve reached [your name]. I’m out of the office on extended leave until [date]. If you need assistance before I return, please contact my coworker, [name], at [phone number and email address]. Otherwise, please feel free to leave a message or call back after [date]. Thank you.
10. Hi, this is [your name] from [company name]. I’m on vacation and will be away from the office until [date]. If it’s urgent, send your name, contact information, and purpose of calling at [email address], and one of our team members will reach out to you. Thank you.
Many voice-over-internet-protocol (VoIP) service providers offer services that automatically route calls to voicemail after hours or when calls go unanswered. Nextiva offers voicemail-to-text transcription services that convert voicemail messages and text them to a mobile phone number. It also offers call group voicemail and lets teams customize their voicemail greetings through live recordings or uploaded audio files.
Access all your information, including calls, texts, and messages through the NextivaONE app. (Source: Nextiva)
For a detailed look at this cloud phone platform, explore our in-depth Nextiva review. Its Digital plan starts at just $25 per user per month, making it a cost-effective choice for small businesses needing streamlined communication services. Visit Nextiva
11. Hi, this is [your name]. If you’re calling for [purpose], please [contact instructions]. For all other inquiries, leave your name and message, and I’ll call you back within [time frame].
12. Hi, thanks for calling [your name]. I am unable to answer your call at the moment. However, if your inquiry is time-sensitive, you can reach my colleague, [colleague’s name], at [colleague’s contact information]. Otherwise, please leave your name, number, and your concern, and I’ll get in touch as soon as possible.
13. Hi, you’ve reached [your name] at [company]. I’m unavailable to take your call, but if you need a quick response, please send me an email at [your preferred email address], and I’ll be in touch within [time frame]. For other concerns, please leave a message with your name and number. Have a great day.
A professional business voicemail greeting is what callers hear when they dial your main business number. Most business phone systems provide an auto-attendant to redirect callers to the right extension. If that’s not an option, we also have some voicemail greeting examples and scripts you can use.
14. Hello, you’ve reached [company name]. We’re unable to take your call right now. Please visit our website at [website address] to learn about our hours of operation, address, and current promotions. Please wait for the tone if you‘d like to leave a message. Thank you.
15. Hi, this is the voicemail of [company name]. Our office is open from [opening time] to [closing time], [days of the week]. We value your call, so please leave your name, phone number, and reason for calling, and someone will call back as soon as they are available. Thank you!
16. Hello, you’ve reached [company name]. Our store is closed for [reason] from [date] through [date]. Although our office is closed, our website remains open to assist you and take orders. Please visit us online at [website address] or leave a message after the tone, and we’ll call you back during business hours. Thank you.
17. Thanks for giving us a call! Sorry, but our office is closed due to [reason]. Please leave us your name, contact number, and the best time to reach you. One of our team members will call you once we reopen.
18. Thank you for calling [company name]. Please note that we have reduced hours during the [season] and will return to our regular hours on [date]. Our off-season hours are [time] to [time], [day] through [day]. For information, press [designated number]. Otherwise, please leave a message after the tone; someone will return your call during business hours.
19. Thank you for contacting [company name]. Our office is operating at adjusted hours for [reason]. We have temporarily changed our business hours to [time] to [time], [days of the week]. Leave us a message with your name and number, and we’ll give you a call as soon as we reopen. Thank you for your patience.
20. Thank you for calling [company name]. We are proud to announce we’ve moved to a new location to serve our customers better. Our new address is [address]. For directions to our new location, press [designated number]. For hours of operation, press [designated number]. To leave a message, press [designated number] or wait for the tone. Thank you.
21. You have reached [company name]. We would like to inform you that we’ve relocated to provide a better service experience. Our new office is located at [address], and our operating hours are [hours of operation]. Please leave a message after the tone, and we will call you back within [time frame].
22. You’ve reached [company name]. We apologize, but you’ve reached us after hours. Please leave us your name, phone number, and the reason for your call. Rest assured that we will return your call at [time] the next business day. Thank you.
23. Hi! Thank you for calling [company name]. It looks like you made a call after our business hours, which are [business hours], [days of the week]. If you need immediate assistance, please dial our customer support center at [phone number and extension]. Otherwise, leave a message after the tone, and we’ll call you back during regular business hours. Thank you.
24. Hello, you’ve reached the [department] at [company name]. Your call is important to us, but the team is currently unavailable to answer calls right now. If you leave your name and contact number, one of our team members will get back to you right away.
25. Hi, this is the [department] at [company name]. Our employees are unable to pick up the phone right now. Please leave a message with your name and phone number. We will return your call at the first available opportunity.
Set your company’s greetings based on your official working hours. (Source: Grasshopper)
Grasshopper is a virtual phone provider that charges a fixed monthly fee for unlimited users, starting at only $18 per month. Aside from its all-inclusive business phone plans, this provider lets you record your company greetings on your own or through its Voice Studio, which hires professional voice actors to record your IVR greetings. You can record in multiple languages, and each recording costs $75. Our Grasshopper review showcases what we like most about this provider and where it falls behind. Visit Grasshopper
The best professional voicemail greeting for holidays communicates the season’s festive mood. Your customers may call your business even when you’re closed on holidays like July 4th or Thanksgiving. Here are a couple of voicemail greetings you can use if they do:
26. From all of us here at [company name], [specific holiday greeting]! We’re currently closed from [date] to [date] to celebrate the holidays. Please leave a message after the tone, and we’ll return your call as soon as we can. Thank you.
27. Hi, you’ve reached [your name] of [company name]. Our team is closed until [date]. Please leave your name and phone number, and I will return your call ASAP. Have a great [holiday]. Thank you.
28. Hello, you’ve reached [company name]. Our office is closed from [date] to [date] to celebrate the holidays. If this is urgent, please dial [phone number and extension] to reach our 24/7 customer support team. If not, please leave a message after the tone, and we’ll get back to you as soon as we can. Thank you.
29. Thanks for calling [company name]. We apologize for the inconvenience, but our office is closed until [date]. We hope it’s not urgent, but if so, we’ve got you covered. Contact [emergency contact] at [email address/support line], and we’ll return your call ASAP. Please leave your name, number, and a brief message to inform us of the reason for your call. Thank you.
Use your voicemail greetings to make special announcements about any promotion, launch, or ongoing sale. For example, if you’re offering a significant discount or a new product, briefly mention it. Be careful that the information doesn’t detract from the core information your caller likely needs, like location and hours of operation.
30. Thank you for calling [company name]. Don’t miss our special promotion: We’re offering [details of promo] for a limited time. For more information, or to place an order, press [designated number]. To leave a message, please press [designated number], and we’ll get back to you with all the exciting details. Have a good day!
31. Thanks for reaching out to [company name]. We are offering a special discount on all purchases to celebrate the holidays! Press [designated number] to speak with a representative about our limited-time sale. For other inquiries, please leave us your name, contact number, and a message, and we’ll get back to you as soon as we can. Thank you for calling [company name].
Every company should pride itself on providing exceptional customer service. Whether you have a dedicated customer support department or call center operation, there will be cases when all your agents may be preoccupied with other calls. Use the voicemail greetings below to leave a favorable impression on your customers.
32. Hello, you’ve reached the customer service team at [company name]. Our agents are unavailable at the moment. Every call is important to us, so please leave your name, contact details, and the reason for your call. Rest assured that the next available agent will call you back to assist you.
33. Hi, you’ve reached [your name], a Customer Service Representative at [company name]. We are committed to delivering exceptional customer service. For questions about your recent purchase, please visit our online Help Center at [website address] or leave a message with your inquiry, and I will return your call as soon as possible. Have a great day!
34. Hello, this is [your name], a member of [company name]’s Technical Support team. Please visit [website address] for our online troubleshooting guide for immediate assistance. If you need additional help, please leave your name, number, and a brief description of the issue you’re experiencing, and I will get back to you as soon as possible. Thank you!
A good professional voicemail greeting is short and professional and includes five key elements: a greeting, your company name, a brief explanation, operating hours, and a call to action. They deliver essential information like operating hours and service updates while making a strong first impression and showcasing your company’s branding and personality, especially in industries where this is crucial. We recommend setting up a voicemail for your business phone system for incoming callers outside business hours. RingCentral, a cloud communications leader, offers an automated phone system with custom company greetings. You can import a prerecorded audio file or record it using your phone or computer microphone. Plans start at $40 per user monthly, and all users get visual voicemail, voicemail transcriptions, and voicemail-to-email features.
Check your voicemails on the RingCentral Phone for Desktop. (Source: RingCentral)
RingCentral’s visual voicemail services enable users to quickly scan, prioritize, and manage voicemail messages through a convenient visual interface. Our comprehensive RingCentral review details this VoIP provider’s full range of features. Visit RingCentral
Follow these simple steps to create the best business voicemail greetings and keep customers engaged and satisfied. Otherwise, a confusing voicemail message may prompt the caller not to leave a message or call you back. Get it right, and your business can leave a good impression.
Handling business calls promptly and professionally is key to an excellent customer experience. However, answering every call is not always possible, especially during a holiday or after work hours. Let’s look at the advantages of voicemail greetings for your business phone line.
Call routing is a call management system that automatically distributes incoming calls based on predefined rules. You can use custom answering rules to forward nonurgent calls directly to your voicemail.
Funny voicemail greetings aren’t usually the best practice in business communication. However, if your brand’s image is on the nonconventional side, there are instances when funny voicemail greetings can work. Consider consulting a small group of customers to get their feedback first.
How long should a professional voicemail greeting be?Voicemail greetings should be short and sweet, lasting 30 seconds or less. Keeping your message concise ensures callers receive the essential information without delay. This shows you respect their time and increases the likelihood they’ll leave a message.
How do I leave a professional voicemail when calling other businesses?When leaving a business voicemail message, it’s important to keep it brief, clear, and concise. It’s best to keep your message under a minute and focus on your purpose and objective. Identify yourself and your affiliation, state your purpose, and include your contact information. Avoid slang and humor, but be direct, polite, and friendly.
Recording voicemail greetings helps establish credibility and professionalism and shapes your brand’s image. To create the best professional voicemail greetings, include a friendly greeting, your company name, a brief explanation, your operating hours, and a call to action. Small businesses benefit from well-crafted messages because they enhance the customer experience and reinforce your brand identity, fostering trust in every interaction.
Download our voicemail greeting templates and adjust them to suit your unique message to save time and effort. Use our templates as a starting point, and refer to our tips to ensure your voicemail leaves a positive impression and enhances your business communication.
