Phone tag — a term that refers to the all-too-familiar sequence of missed calls and voicemails — is much less fun than it sounds. This frustrating cycle can be a significant obstacle to efficient communication and productivity.
Luckily, effective voicemail recordings can save the day. The right voicemail recording can reduce the frustrations of phone tag and ensure that your customers get the help they need quickly.
In this blog, we’ll explain what voicemail recordings are and how to make them effective. We’ll even share voicemail greeting examples for specific scenarios.
A voicemail is a recorded audio message callers hear when the person they call doesn’t pick up. A voicemail greeting is a professional and courteous way to inform callers of your unavailability, invite them to leave a message, and assure them that you’ll return their call.
Good voicemail recordings are essential for maintaining communication lines and ensuring that opportunities and important information don’t slip through the cracks when a direct conversation isn’t immediately possible.
Need a quick answer? Here’s a voicemail greeting script you can use: Hi! You've reached [Name], [Title] at [Company]. I'm unable to get to the phone right now. Please leave me a message with your name and number, or text [phone number], and I will get back to you as soon as possible. Thanks!
Your voicemail greeting can make or break the customer experience, and since
38% of customers leave a negative online review after one bad experience, this seemingly small customer touchpoint matters a lot.
A professional voicemail greeting helps establish credibility and trust with your clients. It reassures them that their call is important and will be returned promptly. It gives them context and explains why you didn’t pick up.
Improve customer communication across all channels with Birdeye.
If you want to make the most out of your small business phone system, you need to take advantage of features like voicemail greetings. But we get it — knowing what to say and how to say it is half the battle. The following professional voicemail greeting examples will help you get it right.
“Thank you for calling [Company]. We’re unable to take your call right now. Please leave your name, number, and a brief message, and we’ll get back to you as soon as possible.”
“Hello, you’ve reached [Name] at [Company]. I am currently out of the office and will return on [Date]. Please leave your message, and I’ll respond upon my return. Or, if this is an urgent matter, please contact [alternative contact]. Thanks!”
“Thank you for calling [Company]’s customer service team. We can’t get to the phone right now, but we’re eager to assist you. Please leave your message, and one of our representatives will return your call promptly.”
“You’ve reached the sales department at [Company]. We’re thrilled about your interest in our services. Please leave your message, and our sales team will get back to you shortly. Thanks!”
“Hello, you’ve reached technical support at [Company]. Please leave a detailed query, and a tech team member will contact you as soon as possible for assistance.”
“Hi, this is [ Name] at [Company]. I’m currently unable to answer the phone because [reason]. Your call is important to me, so please leave a message, and I’ll get back to you personally. Chat soon!”
“Thank you for calling [Company], where we specialize in [service]. Your call is very important to us. Please leave your details, and we’ll return your call with the expertise we’re known for.”
“Hey, this is [Name]. I’m busy today and can’t take your call right now. I’m so sorry! Leave me a message or shoot me a text, and I’ll respond soon. Thanks!”
“Hey there! It’s [Name]! I’m probably off making something cool right now. Sorry, I missed you! Leave a message, and I’ll get back to you whenever possible.”
“You’ve reached [ Name] at [Company Name]. We’re sorry we missed your call. Your business matters to us, and we would be happy to help you as soon as we’re free. Please leave your message after the tone.”
“Welcome to [Company]. If this is your first time calling, we’re excited to hear from you and can’t wait to chat. Please leave your message, and we’ll introduce you to our services as soon as we’re free.”
“Welcome back to [Company]. We appreciate your continued trust in us, and we’re so sorry we couldn’t get to the phone. Please leave your message, and we’ll continue providing you with exceptional service.”
“You’ve reached [Company]. If this is urgent, please email us at [address], text us at [number], or leave a detailed message, and we’ll prioritize your request. Thank you!”
“Hello, thanks for calling [Company]. We’re currently in our off-season and will resume operations in [Season/Month]. Please leave a message, and we’ll get back to you as soon as we’re back.”
“Thank you for calling [Company]. We value your feedback. If you have a few minutes, please leave your comments after the beep. We appreciate you!”
“You’ve reached [Company]. If you’re calling to confirm your appointment, please press [number]. If you need to reschedule an appointment, please leave your details, and we’ll assist you promptly.”
“Thank you for calling [Company]. Don’t miss out on our upcoming [event/promotion]! Please leave your message after the beep, and we’ll get back to you soon. Thanks!”
“Hello! You’ve reached [Company]. We’re sorry we missed your call. Have you heard about our giveaway? Leave a message with your phone number and email address if you’d like to enter for a chance to win [price]. Good luck!”
“Thank you for calling [Company]. Due to [weather conditions], we are experiencing [difficulties]. Please leave your message, and we’ll update you with changes as the situation evolves.”
“You’ve reached [Company]. We’re currently experiencing network issues but are eager to connect. Please leave your message, and we’ll get back to you as soon as possible.”
“Thank you for calling [Company]. Para continuar en español, presione uno. For English, please leave your message after the beep.”
“Hey there! You’ve reached the fun-loving team at [Company]. We’re busy making magic happen, but leave us a message, and we’ll sprinkle some of that magic your way as soon as we’re free. Have a great day!”
“Hello, you’ve reached [Company]. We can’t take your call right now, but your message is important to us. For a faster response, please email us at [address] or text us at [number]. Otherwise, leave your voicemail, and we’ll get back to you as soon as possible.”
”You’ve reached [Company]. Our office is currently closed. Our regular business hours are [business hours]. Please leave us a message with your contact details, and we’ll be sure to get back to you during office hours. Thank you for calling.”
“Hello and happy holidays! Thank you for calling [Company]. We’re currently out of the office celebrating [Holiday] and will be back on [Date]. Please leave a brief message, and we’ll be happy to connect with you once we return.”
“Hello, you’ve reached [Name] at [Company]. I’m currently working remotely and maybe on another call. Please leave your message, and I’ll return your call as promptly as possible. Thank you for your understanding.”
If you’re looking for something more relevant to your business, try these industry-specific business voicemail greeting examples.
“Hello! You’ve reached the creatively charged team of [Company]. We’re crafting something amazing, but we will get back to you as soon as we’re done. Please leave us a message and let us know where to reach you. Thanks!”
“Thank you for calling [Clinic/Doctor’s name]. If this is an emergency, please hang up and dial [number]. Your health is our priority. Please leave your number and message, and we’ll get back to you as soon as we possibly can. Thanks!”
“You’ve reached [Name], your trusted real estate partner. I’m currently assisting another client in finding their dream home. Please leave a message with your contact details, and I’ll help you find yours, too. Thanks!”
“Thank you for calling [Restaurant]. We apologize for missing your call — we’re probably serving up something tasty right now. Please leave your message, and we’ll get back to you as soon as possible. Thanks!”
“Hello, you’ve reached [Institution], where shaping minds is our mission. Please leave a message with your name and number, and we’ll get back to you shortly. We hope you learn something new today!”
“You’ve reached [Organization]. Every call matters and helps us in making a difference. Please leave your message, and we’ll get back to you as soon as we can. Thanks for your support!”
“Thank you for calling [Shop]. We’re currently under the hood, making another vehicle run like new. Please leave your name, contact details, and your automotive needs, and we’ll rev up to get back to you shortly!”
“Hello, you’ve reached the sparkling world of [Company]. We’re currently assisting other customers in finding their perfect gem. Please leave your message, and we’ll help you discover your own brilliant piece soon.”
“Thank you for calling [Store], where shopping is an experience. We’re busy assisting other customers right now. Please leave your message, and we’ll get back to you soon. Thanks!”
“Hi, you’ve reached [Company], your dreamland for comfortable sleep. We’re currently helping others find their perfect mattress. Leave a message, and we’ll make sure you’re next in line for a great night’s sleep!”
“Hello, you’ve reached [Clinic], where we treat your pets like our own. We’re currently attending to some furry friends. Please leave your message, and we’ll get back to you promptly for your pet’s needs. If this is an emergency, please hang up and dial [number]. Thanks!”
“Thank you for calling [Dental office]. We’re currently assisting other patients. Please leave your name and number, and we’ll call you back soon. And remember — you’re never fully dressed without a smile!”
“You’ve reached [Medspa], your oasis of rejuvenation. We’re currently pampering other clients and can’t come to the phone. Please leave a message with your name and number, and we’ll get back to you shortly. Have a great day!”
You’ve reached [Firm]. We’re currently advocating for our clients’ rights. Please leave a detailed message, and we’ll get back to you shortly. Thanks!”
First impressions are everything, and your voicemail message is often the first interaction someone has with your business. A confusing, abrupt, or unprofessional message can quickly derail opportunities and, in extreme cases, cost you a customer. But with no body language or visual cues to lean on, it can be tricky to get it right.
When crafting the perfect business voicemail message, your tone, pacing, and word choice make all the difference. Let’s review a few best practices.
Rambling voicemail greetings that drag on signal disorganization and diminish recording time callers have afterward. When greetings run long, critical information gets lost — callers may even hang up in frustration.
Sticking to thirty seconds keeps messages impactful yet digestible. Quickly communicating key details reassures callers, keeps their attention, and saves their time.
Before scripting your greeting, envision your typical callers. Are they sales prospects nearing a decision? Current clients requiring support? Job seekers awaiting interview updates? Are they typically chipper, frustrated, or somewhere in between?
Tailor your message accordingly — adapt messaging to match the most common inbound callers. Greetings welcoming new contacts should sound different than those nudging disappointing accounts to reconnect. Personalized scripts forge trust quickly through relevance and relatability.
Unless you know callers exceptionally well, taking a neutral yet warm tone is probably the best play.
Can some banter or lively humor reflect corporate culture and brighten someone’s day? Sure, occasionally. But when it comes to a business voicemail greeting, exercise extreme caution. Jokes may land poorly and undermine perceived professionalism and reliability. Even the best joke isn’t worth losing a client over.
It’s easy to get flustered when reciting critical details on the fly while recording live greetings. This leaves callers unclear on what to do after they hang up.
Scripting eliminates such headaches. Outline essential information like your name, role, department, and company, then list any critical details or information points that need to be included.
After scripting your voicemail greeting, inconsistencies in your delivery, like pauses or jumbling words, may emerge. Recording your greeting and replaying it several times allows you to catch such presentation mishaps — no ums, likes, or awkward giggles here.
Refine tone, pacing, volume, and phrasing that needs polishing. Ask a trusted colleague to listen and provide input as well. Hone the messaging until it matches the welcoming yet professional brand image you aim to project.
We’ve all been there — trying to find the right person but getting lost in a frustrating phone tree. There’s nothing more frustrating! Remember: Callers may have been directed to you by another department. They may have even dialed your number as a last-ditch effort to contact the right person.
Quickly squash any doubts the caller may have by stating your name, your role, and the name of the company you work for.
People don’t have to call you — they could easily call a competitor instead. A voicemail greeting is a great time to show gratitude that a person chose you over all the other options.
A simple “Thanks for calling!” goes a long way in making a customer feel valued. So, after formally introducing yourself in a greeting, take a moment to kindly thank callers for reaching out.
Once you’ve expressed thanks, take accountability for being unavailable in that instant through a sincere apology. Let callers know you don’t take interrupting their day lightly. Outline briefly why their call slipped through the cracks, whether due to meetings, holidays, or simply being with other clients.
A quick “I’m so sorry I missed you…” opens the door to empathy and patience as they await your outreach. It’s also an opportunity to hint at the high demand for your expertise.
After explaining why you can’t come to the phone, clearly outline the next steps for the caller. Avoid leaving them in uncertainty about if or when you might reconnect — tell them what to expect after they hang up.
Close your greeting by stating expected response rates — within 24 hours or by the end of the next business day, for example. If traveling or otherwise occupied, share return to office dates. Supplying this callback context reduces frustration and establishes your reliability.
Once you’ve outlined a timeline for returning the call, provide any relevant alternative contact information.
Perhaps share your email address, mention any website live chat capabilities, or offer the option to text another representative. Doing so gives the caller the best chance of getting the help they need when they need it.
Leave a concise, clear, and courteous voicemail greeting. Include your name and company (if applicable), a brief apology for missing the call, and an assurance that you’ll return the call. Keep it professional and reflective of your brand’s personality. If you need inspiration, read through some business voicemail greeting examples.
What do you say at the end of a voicemail greeting?At the end of a voicemail greeting, politely invite the caller to leave a message. Include instructions on what information they should leave, such as their name, contact details, and the purpose of the call. Conclude with a thank you or a statement indicating you will return their call as soon as possible.
How do you make a perfect voicemail?To make a perfect voicemail:
1. Ensure it is brief (under 30 seconds), clear, and courteous.
2. Speak slowly and clearly.
3. Provide essential details like your name and callback expectations.
4. Maintain a tone that is both professional and personable.
5. Tailor the greeting to reflect your brand’s personality.
6. Read through some professional voicemail greeting examples to get your juices flowing.
Yes, saying your full name in a voicemail greeting is advisable. Doing so clarifies to the caller whom they’ve reached and adds a personal, professional touch. It’s essential in a business setting to establish your identity and assure callers they’ve reached the correct person.
Effective communication is the foundation for a stellar customer experience. Thanks to Birdeye, it’s never been easier to engage on the right digital channels, keep track of conversations, and respond to customers quickly.
Ready to learn more about our business messaging software? Watch a demo today to see how Birdeye can help you take your business to the next level.
Birdeye's Staff Writers are dedicated to delivering insightful content on reputation management, customer engagement, and digital marketing trends. They turn complex digital marketing concepts into digestible, actionable content and help businesses leverage Birdeye's all-in-one platform for growth and success.
