30 Professional Voicemail Greeting Examples You Can Use To Record

Want to craft a professional Voicemail Greeting for your business but don’t know how to record an engaging and effective Voicemail? You have arrived at the right place. 

A professional Voicemail Greeting is an important tool that can generate leads and gain clients’ trust. Clients can feel special and informed and be sure about your return call. This can enhance the customer lifecycle. 

So, how can you create an effective Voicemail that is preferred by your audience?

In this blog, we will discuss what a professional Voicemail Greeting is, things to include in it, mistakes to avoid while crafting one, and the 30 best professional voicemail greeting examples you can use to record for your business.

So let’s get into it. 

What is a professional voicemail greeting?

A professional voicemail greeting is a pre-recorded message that is played to the caller when the phone’s owner is unable to answer. It should include an estimated timeframe for a return call, giving the caller an idea of when they can expect your call. 

The main concern of recording a Voicemail Greeting is to inform the caller that the owner is not available at that moment to take the call. 

The professional Voicemail Greeting should include, 

•  A greeting in the first place
• Your name 
• Your company’s name 
• A brief reason for missing the call or where you are 
• An expected timeframe for the caller to return the call
• Or an alternate way to contact you. 

Things to include in professional voicemail greeting

The professional Voicemail greeting is a combination of proper format and crafted politely in a friendly tone. There are a few things that you should not miss while recording a Voicemail, and the first one is of Voicemail Script.

Here is a step-by-step guide on how to craft a professional Voicemail greeting. 

A. Greeting

Greetings are important factors and the first things to include in a Voicemail. The voicemail greeting is a chance to introduce yourself and offer a courteous greeting. This leaves a great first impression on a caller and creates a positive communication atmospherea and demonstrate positive work culture. A polite greeting shows your professional personality. 

Example: “Hello, and thank you for calling. You’ve reached the Chris office at B & B Corporate.”

This warm welcome can make the caller comfortable for the next call, creating a friendly environment. 

B. Identification

After greeting the caller, add your identification to let them know who is on the other side of the call. Enabling the caller to identify you in voice mail ensures they recognize who they have called. By doing this, you ensure the caller that they have reached the right destination or person. 

Example: “You’ve reached Chris’s office. This is Chris Richardson, Senior marketing manager from B& B corporate.”

C. Your company name and a short detail 

When you give your identification, record your business name. Also, mention what service your business offers. A brief description of your business specialty should be enough in the Voicemail. 

Example: “Hello, our company B & B corporate offers top service in IT solutions. Best suits for medium and small businesses which require IT support.”

D. Include when you are available or return the call

When the caller is unable to connect with your business personnel, they might get frustrated. Thus, let them know when you are available. Provide them with an expected time for your return and let them know that they will get a call when you are free. Make sure that their call does not go to waste. 

Also, give them an idea of the reason that you are unable to pick up their call at that specific time. That might be if they called you out of business hours. 

Example: “I am out of the office at the moment. But I’ll return your call within 24 hours.”  

E. Request for the caller’s information and reason for the call

While crafting a Voicemail request for the caller’s information and the reason for their call. You can request the Caller ID and caller’s name to contact them. The caller can get comfortable and call your business again. 

Example: “You can leave your name and phone number so that we can contact you as soon as we are available. Also, the reason for your call for quicker assistance.”

This helps prioritize the message of the caller, which enhances their satisfaction. 

F. Thank you

Lastly, end your Voicemail with a Thank You. It shows that you appreciate the caller’s valuable time and trust. 

Example: “Thank you for your call.”

Professional Voicemail Greeting Examples 

I. Business Voicemail Greeting

1. We appreciate you reaching out to the customer support staff at [Your Company]. Our first goal is your satisfaction. Since our staff is currently assisting other clients, we are regrettably unable to answer your call at this time. One of our committed representatives will swiftly resolve your problems if you kindly provide your name, contact details, and a brief explanation of your inquiry. We value your patience and are eager to be of service to you.

2. Hi, you have arrived at (your company). We apologize, but at this time as we are unable to answer your call. Kindly provide your name, contact details, and the reason you are contacting us. You will hear from a member of our staff as soon as possible. For additional choices, you can also visit our website [business website URL]. We appreciate you reaching out to us. 

3. We appreciate you calling [business name]. At this time, our office is closed. We are open Monday through Friday from [start time] to [end time].

4. Hello! This is [Your Name] at [Your Position/Department] taking care of your call. I’m currently out of the office, enjoying some well-deserved time off. I value your call, so please leave your name, phone, and reason for your call and I’ll contact you when I get back. You can phone [Alternative Contact Number] to speak with [Alternate Contact Person] if you require urgent assistance. I appreciate your understanding.

5. Welcome to [Your Company/Event Name]’s this is (Your Name). Please provide your name, phone number, and any other relevant information while we’re having a conversation, and we’ll make sure you get the help or information you require as soon as possible. We appreciate your valuable time and i will connect with you shortly. 

6. Thank you for contacting [Your Company]’s front office. If you have any questions or need any help, we are here to help. We’re helping other callers who are far from the office right now. Give us your name, contact details, and a thorough message, and we’ll make sure your question is answered right away. Our top goal is your satisfaction, and we value your patience.

7. We apologize, but our agents are all quite busy right now. An agent will take your call as soon as possible, so please stay on the line. Another option is to leave a message. I appreciate your patience. 

II. Basic voicemail Message

1. Hello! We appreciate you calling [your name/business name], I am (Your Name) at(Your position). Sorry, I am unable to speak with you over the phone at this time. Please leave your name, phone number, and a brief reason for your call below if you have any questions, and I will respond as soon as I can.

2. You have arrived at [business name], and this is(Your Name). Please give us a callback, as we are unable to answer your call at this time. We don’t want to miss you again, so please leave us your name, number, the reason you called, and the best time to call you back, and I’ll contact you ASAP. 

3. Hello from [Company Name]! My name is [Your Name] currently working in ( Your position). If you want me to contact you, please text me when you are most available or leave a voicemail with your information, as I am not currently available. I’ll get in touch with you right away.

III. Short Voicemail message

1. Hello, this is [Your Name]. Sorry, I’m currently unavailable. Please leave a message and reason for your call. I will call you ASAP. 

2. Hi, this is [Your Name]. Sorry, but I can’t take your call right now. but please leave a message.

3. This is [Your Name] at [Your Company]. I’m unable to take your call right now. Please leave your contact info, and I’ll return your call soon.”

IV. Holidays, Leave, and Vacation Voicemail Greeting

1. Greetings from [Company Name]. On January 1, 2024, our office will reopen after being closed for the holidays. We hope you have a wonderful holiday season and an excellent start to the year! Please call [Emergency Contact Name] at [Emergency Contact Number] in case of an emergency. We’ll respond to you shortly and happy holidays.

2. Hi, our business ( your company name) is available until October 30, 2024. When we get back, we’ll make sure to give you a call right immediately. Please send us an email at [business email address] if your request is urgent. Thank you. Enjoy your wonderful vacation, and have a happy holidays.

3. Thank you for contacting [Company Name]. Our office is closed today, [Date]. On [Next Business Day], we will resume regular business hours. Please email us or leave a note at [Contact Email] if you require emergency assistance, and we will respond as soon as possible. We appreciate you reaching out, and we hope you have an amazing [Holiday Name]!

4. Please leave a message if you have an urgent question. If not, send us an email at [Contact Email], and we will respond on [Return Date] upon our return. I appreciate your understanding and have a happy holidays.

5. Hi there, [Person’s name] is no longer with [Company name] and is seeking new experiences. Kindly direct all upcoming inquiries to [new or temporary person’s name] at [phone number]. I appreciate your calling!

6. Hi, you are now connected to [Your Name] from [Company Name].   From [Start Date] until [End Date], I will be on vacation. I will, however, be able to go over my messages and quickly address any serious issues. You can reach [Alternate Contact Name] at [Contact Information] if you need assistance right now. Thank you for your understanding, and I will respond as soon as I can. 

V. Different Department Voicemail Greeting

1. Hi, you’ve arrived at [business name]’s reception desk. Right now, we’re either out of the office or on another call. We will make sure the right person contacts you as soon as possible if you leave your name, number, and the reason for your call. We appreciate your interest and thank you for calling [business name].

2. You’ve reached the customer service team at [company name]. We apologize for missing your call. Our staff is accessible Monday through Friday from [start time] to [end time]. If you leave your name, phone number, and the reason you are calling, one of our customer care agents will contact you as soon as possible. We appreciate you selecting [business name].

VI. Sales Voicemail Message

1. We appreciate your reaching out to ABC Company. We apologize for missing your call. Please give your name and appointment time if you are calling to cancel an appointment. Please provide your name, contact details, and any concerns if you need an appointment on the same day. Please send an email to (your company email) with any other requirements. Thank you.

2. Hello, [Your Name] from [Company Name] here. We are excited to let you know that we will be launching a new product or service on [Launch Date]. I would love to go over the specifics of the new product or service with you, but I am currently out of the office. Please provide your name, contact information, and the ideal time for me to get in touch. I’ll respond to you.

3. Hi, you have reached the Sales Department at [Name of company]. Our team members are unable to answer your call at this time since they are currently helping other clients [type in goal]. Please send us your name, the name of your business, and your phone number, and we will get in touch with you right away. Thank you for your call!

4. Hello, [Your Name] from [Company Name] here. Unfortunately, I am unable to answer your phone at this time. I am aware that [a specific challenge, like “time management”] can be highly demanding. These issues can be resolved by our solutions. I’ll call you back soon to discuss how we can help, so please leave your name, phone number, and a brief description of your needs. I appreciate your calling.

VII. Emergency Voicemail message 

1. Greetings from [Your Company/Position], this is [Your Name]. I’m currently unavailable and won’t be able to return calls until [Expected Return Date] due to an unforeseen circumstance, sorry for that. Please call [Alternative Contact Name] at [Alternative Contact’s Phone Number] in case of an emergency. Additionally, you can email them at [Alternative Contact’s Email Address]. I’m sorry if this has caused you any trouble. I appreciate your understanding.

2. Thank you for getting in touch with [Your Company]. We might not be able to answer immediately due to a large number of calls. Please provide your name, phone number, and a brief description of your question to help us save you time on hold. We’ll give you a call back as soon as we can. You can contact our staff immediately via email at [Emergency Email] for urgent issues that need to be addressed right away. I appreciate your understanding and patience. Thank you for your business!

VIII. Industry-Specific Voicemail message 

1. We appreciate your call to the [School Name] office. Our top goal is your child’s education. Our team is assisting parents and students. If you could leave your name, phone number, and reason for calling, that would be great. We’ll assist you quickly. Let’s assist your child at [Name of School].

2. Hi, this is [your name], your committed real estate representative at [real estate firm]. I’m currently helping another client. I really appreciate your call. I’ll get back to you as soon as I can with your name, contact details, and information about the property you’re interested in. We appreciate you selecting [real estate company], where we help you realize your ideal house.

3. You’ve arrived at [Professional Services Firm Name], where skill and quality merge. At the moment, our team is working to provide our clients with outstanding solutions. Provide your name, contact information, and any special needs, and we’ll make sure you get the expert help you need. Our goal is your success. We appreciate you selecting [Name of Professional Services Firm].

Mistakes that you should avoid while crafting Voicemail greeting

There are a few things that you should avoid while crafting a Voicemail greeting. Avoiding mistakes is crucial while crafting an effective Voicemail to enhance your Voicemail greeting and improve the overall call experience for the callers. 

Here are some common mistakes that most businesses make while recording a Voicemail. 

1. Long Greetings

Your Voicemail Greeting should be short, sweet, and straight to the point. Effective and short greetings can keep your customers engaged. Mostly, professional Voicemaile is of 20-30 seconds long. Lengthy Greetings can harm your business, and customers can also get bored listening to them. Thus, keep it short and to the point. 

2. Lack of Professionalism

Keep your Voicemail Greeting professional and avoid using slang words that every customer may not like. Avoid using informal language, and leverage professionalism and a polite tone. This is important because many people may like slang and informal language, but most clients prefer professionalism in business communication and expect respect. 

3. Lack of clarity

Making a good and professional impression on callers requires a voicemail greeting that is clear and concise. A well-crafted voicemail greeting should be a call to action, providing callers with a clear understanding of the purpose of their call. Also, provide your name and your company’s name if you own and detailed instructions about which details you want to leave in the text. 

4. Update and Customize Regularly

Updating and customizing are essential to keeping your business communication relevant and engaging. You can maintain up current and interesting communication with timely context by reviewing frequently and sending out greetings for special occasions or promotions. This will enable your communications and strengthen your relationship with your clients. 

Conclusion 

Professional Voicemail Greetings are a part of the business that offers clients a great first impression of your business. You can look at some examples in the above section and select which matches your business or craft your own by taking ideas from the above examples. 

A well-written professional Voicemail can manage and easily generate leads. The right Voicemail Greeting can stick to your client’s mind and have a positive impact on your business culture. Thus, your Voicemail greeting should be professional and in a friendly tone. 

FAQs

What are the benefits of Voicemail Greetings?

Voicemail Greetings can benefit businesses in many ways, such as leaving a great first impression on the clients, informing callers about your availability, and ensuring effective communication. 

What is a good voicemail greeting for business?

A good voicemail greeting is one that is professional and informative and sets clear expectations of your arrival for the caller. It should also include your name, the company’s name, the reason for your unavailability, the expected time to return the call, and a thank you. 

How can I set up Voicemail Greetings?

Mostly, setting up a Voicemail Greeting includes a few steps, 

• Open “setting” on your Phone
• Open the “Voicemail Setting” 
• Click on the record a new greeting
• Record your Voicemail and set that recording as your Voicemail greeting