15+ Auto Attendant Script Examples For Different Services

Is your business experiencing a high volume of calls📞 and struggling to manage them effectively?

If yes, all you need is an Auto-Attendant.

Auto-Attendant is a 24/7 Virtual receptionist that ensures every call goes to the right department without any manual effort while the caller makes a call. To make your Auto-Attendant call effective, all you need is a great script✍️.

So, what do you need, and what are the things that you should include in your Auto-Attendant Script template?

In this article📃, we will discuss 15+ Auto Attendant Scripts, tips for creating the best scripts, mistakes that you should avoid while creating the script, and its benefits for your business.

So, let’s get into it🚀

What is the Auto Attendant script?

An auto attendant script is a short message that plays when a person calls your business. It can attend to your calls when your business needs it the most. It helps guide callers to the right department without the need for a real person to pick up the call.

Auto-Attendant helps callers reach the desired department by pressing a few buttons. For example,

“Welcome to company name. For the sales department, press 1. For support, press 2. To leave your name and number, press 3.”

You can include your hours of operation, like:

“Our business hours are Monday-Friday, 9 AM to 5 PM.”

16 auto attendant script example

Ready to create a professional first impression for your business? Here are 16 auto attendant script examples to help you greet callers, direct them efficiently, and maintain smooth and efficient communication.

1. General Business auto attendant Greeting

“Thank you for calling [Business Name].

We’re happy to help you today.

Please listen to the following options:

• For sales inquiries, press 1
• For customer support, press 2
• For billing and payments, press 3
• To speak directly with a sales representative, press 0.

This call may be recorded for quality assurance.”

2. After-Hours Message

“You’ve reached [Business Name] outside of our regular hours.

Our office is open from 9 AM to 5 PM, Monday through Friday. If you know your party’s extension, you may dial it at any time.

Otherwise, please leave a message after the beep, and our team will return your call during business hours. Our business hours are monday to Friday from 9 to 5. So, feel free to contact us during this time.

Thank you for calling.”

3. Holiday Closure Script

“Season’s greetings from [Business Name]! Our office is currently closed for the holidays.
We will reopen on [Date].

If your matter is urgent, please email us at [Email] or leave a message. We appreciate your patience and wish you a happy holiday season.”

4. Small Business Script

“Hi there, and welcome to [Business Name]! We’re a small business and proud to serve you.
To help you better:

• Press 1 for product information
• Press 2 to check your order status
• Press 0 to talk directly with one of our team members
  Thanks for supporting small businesses!”

5. Medical Office Script

“You’ve reached [Clinic Name], your partner in healthcare. Please choose from the following options:

• To book or change an appointment, press 1
• To speak with a nurse, press 2
• For billing or insurance questions, press 3
• For directions or hours, press 4
  If this is a medical emergency, please hang up and call 911.”

6. Law Firm Script

“Thank you for calling [Law Firm Name]. We are committed to providing professional legal support.

• Press 1 if you are a new client
• Press 2 if you are calling about an existing case
• Press 3 to speak with the front desk or leave a message

Please note, this call does not create an attorney-client relationship.”

7. E-commerce / Retail Store

“Welcome to [Store Name], where shopping is easy.

• To track your order, press 1
• For returns and exchanges, press 2
• For product questions, press 3
• To speak with customer care, press 0
  Thank you for shopping with us!”

8. Real Estate Company

“Thanks for calling [Realty Name]. We’re here to help you find your dream property.

• Press 1 to speak with a real estate agent
• Press 2 to hear current listings
• Press 3 for office hours and address
• Press 0 to speak with the front desk

Let’s get you closer to your next home.”

9. Restaurant / Food Service

“Hello, and thank you for calling [Restaurant Name]!

We’re excited to serve you.

• Press 1 to place a pickup order
• Press 2 for pricing plans and menu
• Press 3 to hear our hours and location
• Press 0 to speak with a staff member

10. Tech Support Company

“Thank you for calling [Tech Company Name], your technology partner.

• Press 1 for technical support
• Press 2 for help with your software or login issues
• Press 3 for billing questions
• Press 0 to speak with a live technician
  We appreciate your patience as we connect you.”

11. Educational Institution Script

“Welcome to [School or College Name].

• Press 1 for admissions and enrollment
• Press 2 for student records or transcripts
• Press 3 to speak with the administrative office
• Press 0 to leave a message.

We look forward to supporting your academic journey.”

12. Bank or Financial Services

“You’ve reached [Bank Name], thank you for calling.

• Press 1 to check your account balance or transactions
• Press 2 to report a lost or stolen card
• Press 3 to speak about loan or mortgage services
• Press 0 to reach a customer sales representative

Your security and satisfaction are our top priorities.”

13. Virtual Receptionist Script

“Hi! You’ve reached [Business Name]. I’m your virtual receptionist.

Let me direct your call:

• Press 1 for customer support
• Press 2 for business inquiries or services
• Press 3 to leave a message
  Thank you for calling. Someone will be with you shortly.”

14. IT Services Company

“Thanks for calling [IT Company Name], your trusted IT support partner.

• Press 1 for managed IT services
• Press 2 if you’re experiencing a technical emergency
• Press 3 to request a new service
• Press 0 to speak directly with a technician
  We’ll get you back online in no time.”

15. Spa or Salon Script

“Thank you for calling [Salon/Spa Name], where beauty meets relaxation.

• Press 1 to book or change an appointment
• Press 2 to hear today’s availability
• Press 3 for directions and parking info
• Press 0 to speak with a receptionist
  We can’t wait to pamper you!”

16. Custom IVR Script with Smart Call Routing

“Welcome to [Company Name].

To help route your call through our IVR system:

• Press or say 1 for support
• Press or say 2 for sales
• Press or say 3 for general questions

• Press 4 for pricing plans
• Press 0 to speak to someone right away
  Thank you for using our auto attendant system!”

Tips for creating the best auto attendant script

To write the best script, start with a friendly and professional auto attendant greeting. That creates a welcoming tone for the customers.

Ensure the call routing is logical and helps get the caller to the correct department as quickly as possible.

Here are some of the tips for creating the best auto attendant Script:

1. Start with a friendly, professional Voicemail greeting
2. Keep menu options clear, concise, and simple
3. Use an easy and logical call routing
4. Customize the script to fit your business needs
5. Mention your business hours early

1. Include a voicemail option for missed calls
2. Give callers a way to reach a real person
3. Keep the message short and to the point
4. Use clear voice prompts and good audio quality
5. Test and update your script regularly

Mistakes to avoid while creating an auto attendant script

While creating an Auto-Attendant script, there are a few mistakes that you should avoid.

Let’s check what things are that you should avoid while creating an auto attendant script:

• Avoid long or confusing menu options: Keep menu options brief and easy to follow.

• Try not to leave the after-hours message: Always include a prompt voicemail greeting, when your business closes, or when you are closed outside of normal business hours.

• Update your business phone system in real-time: Your auto attendant should communicate real-time information like holiday closures, business hours, or service changes.

• Avoid poor audio quality: Use easy-to-understand voice prompts or professional voice talent so callers can properly understand the message.

• Using too much technical and confusing language in the IVR system: Keep your IVR easy to use and understand, even for first-time callers.

Benefits of using an auto attendant

There are plenty of benefits to businesses of utilizing an auto attendant. It allows for easier communication, enhances the customer experience, and saves time.

An auto attendant automates call handling so that the caller can be directed to the right department without having to first speak to a live person.

Not only is this more efficient, but the customer will be satisfied that they receive correct service quicker. Here are just some benefits of using an auto attendant:

1. Offers 24/7 customer support for users

Utilizing an auto attendant, one of its greatest benefits is that it allows your business to be able to provide 24/7 customer support.

Your customers can reach your business, relay important information, and leave a message when your office is either open or closed because they are able to connect.

Knowing your business phone system is always able to respond, even when your team cannot, is immensely helpful in improving customer satisfaction and ensuring no call goes unanswered.

2. Saves time with smart call routing

Smart call routing via the auto attendant directs customers to the correct department based on where in the process they may want to go. With smart call routing, if a customer needs sales help, they press a button and are sent to sales.

With this, customers avoid long hold times to get to the right department, and your team saves time because unnecessary call transfers don’t occur, and customers no longer have to wait.

3. Scales easily with your business phone system

As your enterprise becomes larger, an auto attendant can similarly grow with it. Updating your auto attendant script to include additional services, departments, or locations is a simple process.

For example, as your enterprise grows, updates can be made to include new departments such as customer service or billing.

An auto attendant can be updated very easily, and it provides your enterprise with the ability to service more of its calls if needed, without the need for adding additional staff or complex systems.

Conclsuion

The auto-attendant script is not just a voice recording. It acts as an important business communication tool that connects clients and businesses 24/7. It guides the caller to resolve their issues or answer their queries.

Whether an auto-attendant is used by a small business, a large business, or any mid-sized business, it leaves a professional image and builds trust for the callers.

With the correct and engaging Auto-Attendant script, you can guide the callers to the correct department automatically. It helps to save time for business, reduce manual labor, and maximize productivity.

FAQs

What is an auto attendant?

An auto attendant is a phone system feature that answers calls automatically and routes them to the correct department or extension without a live receptionist.

How does an auto attendant work?

When someone calls your business, they hear a recorded greeting with menu options. The caller presses a number (or speaks a keyword), and the system routes their call to the right place.

Do I need a live person to manage it?

No. Once your auto attendant script and settings are in place, it runs automatically, even outside of business hours.

How long should the message be?

Keep it short and to the point, ideally, under 30 seconds. Clear and simple menus help callers get what they need faster.