Top Auto Attendant Scripts To Use – Dialaxy

Tired of missing calls or having customers stuck in phone menu hell? You’re not alone.

The report shows the global auto attendant systems market is jumping from USD 1.2 billion in 2023 to USD 3.5 billion by 2032, because businesses are finally getting it.

A solid auto attendant script doesn’t just answer phones; it guides callers where they need to go without the frustration. Whether you’re running a dental office or a tech startup, your automated script is your first impression.

In this blog, you will learn about the automated greeting scripts, some of their samples, and learn how to draft one by yourself.

Understanding Auto Attendant Scripts

An auto attendant script is the recorded message people hear when they call your business. It greets callers and helps them find the right person or department.

You know when you call somewhere and hear “Welcome to [company name], for sales press 1”? That’s it. The auto attendant message replaces a receptionist by walking callers through their options.

How Auto Attendant Scripts Work?

Someone dials your number. Your business phone system picks up and plays your greeting. The caller hears menu options and presses buttons to get help.

Let’s say they’re calling regarding billing and payments. They press the right number, and the system sends them there. Nobody available? The call routes to business voicemail, or maybe they can try visiting your website instead.

Auto Attendant vs. IVR Systems

These terms confuse people. An auto attendant is basic; it gives callers menu options and directs their call.

IVR systems (Interactive Voice Response) are fancier. They can look up orders, take payments, and even chat using AI voice tech. Small businesses usually stick with auto attendants. They’re cheaper and get the job done without complexity.

Now that you know what automated scripts are and how they work, let’s break down what actually makes one effective.

Key Components of Effective Auto Attendant Scripts

A good call routing script isn’t just about listing menu options; it needs specific pieces working together to actually help callers instead of frustrating them.

1. Clear and Friendly Greeting

Your greeting is the first thing people hear, so keep it simple. Something like “Thanks for calling [company name]” does the job without overthinking it.

Keeping your greetings under 10 seconds can help callers remain engaged.

2. Company Identification and Purpose

Always say who you are upfront. “You’ve reached [company name]” lets people know they dialed correctly, which matters more than you’d think.

If your business does something specific, toss that in too. “Your neighborhood plumber” or “Downtown dental office” helps new customers who aren’t sure what you do.

3. Concise Menu Options

Here’s where most scripts mess up: they list way too many choices. Stick to maybe 4 or 5 menu options, because people can’t remember more than that anyway.

Put your popular options first. “For sales, press 1. For support, press 2.” Whatever most people call about should be easy to reach, not buried behind a bunch of other departments.

Add something like “To repeat these options, press 9” so they can hear everything again without starting over.

4. Logical Call Routing

Your call flow needs to make actual sense. If someone’s calling regarding billing and payments, that should be near account questions, not randomly stuck between sales and technical support.

Look at where your inbound calls actually go. Whatever two departments get the most calls should be your first menu press options. And let people dial the party’s extension directly if they already know it. Nobody enjoys going through menus when they don’t have to.

5. Business Hours and Alternative Options

Just tell people when you’re open. “We’re here Monday through Friday, 9 AM to 5 PM Eastern time” covers it without extra fluff.

What happens after hours, though? Your auto attendant script should handle that instead of leaving callers confused. Something like “Our office is currently closed. You can leave a message after the tone or visit our website for immediate help” gives them actual options.

6. Professional Tone and Consistent Branding

Your auto attendant message represents your whole business, so the voice should match what you’re about. A yoga studio sounds different from a law firm, and that’s fine.

Everything should feel connected: the greeting scripts, whatever plays on hold, and your voicemail greetings. If your website has a friendly, casual vibe, your business phone system probably shouldn’t sound like you’re running a government agency.

7. Fallback, Error Handling, and Accessibility

People press wrong buttons all the time, or they don’t press anything because they’re distracted. Your script has to handle these moments without making things worse.

Instead of dead air, say something like “Sorry, we didn’t get that,” and give them another chance. “To hear these options again, press star,” or “Press zero to speak with someone,” keeps things moving.

Don’t forget about accessibility either. Speak clearly and pause between each option so people can actually process what they’re hearing. If you serve Spanish-speaking customers, add “para español, oprima dos” right in your main menu.

Some businesses include dial-by-name features so callers can reach someone specific without knowing the extension you may dial.

Get these elements right, and your script becomes something people can actually use instead of something they want to skip.

Understanding the components is one thing, but why should you actually invest time in creating a professional auto attendant script in the first place? Head to the next section for this answer.

Benefits of Professional Auto Attendant Scripts

Research shows that 85.8% of Fortune 500 companies use auto attendants today. Beyond just answering phones, a solid automated script brings real advantages that affect your bottom line and how your customers see you. Let’s explore them right away.

I. Improved Caller Experience

Nobody likes calling a business and getting bounced around. A decent auto attendant greeting just tells people where to go without the runaround.

When customers call, they can find what they need fast: sales, support, billing, and payments. They’re not sitting there annoyed. The menu options do the work instead of making someone transfer them three times.

II. Enhanced Brand Image

Your auto attendant message is usually someone’s first impression of you. A professional greeting makes you look legit, even if you’re working out of your house.

Think about it, “You’ve reached [company name], listen carefully as our menu options have changed” sounds way better than a phone ringing forever before hitting some generic voicemail. One sounds professional, the other sounds like nobody’s home.

III. Increased Efficiency and Productivity

A phone script cuts out a lot of wasted time. Instead of someone manually picking up every incoming call and asking what people need, the system sorts it out automatically.

Your team stops playing receptionist all day. Calls hit the right department: “For sales, press 1” or “For customer support, press 2”, and people can actually get work done. The party’s extension option helps too when callers already know who they want.

IV. 24/7 Availability

Your business phone system stays on when you’re off. Even outside normal business hours, people get an actual response instead of silence.

After-hours messages point them somewhere useful: “Our office is currently closed. We’re here Monday through Friday, 9 AM to 5 PM Eastern time. Leave a message after the tone, or visit our website for help.” Beats losing customers who call at weird times.

V. Cost Savings

A receptionist costs real money: salary, benefits, and desk space. An automated script is basically a one-time setup on your existing phone system.

You’re not paying someone to answer phones during slow hours or hiring extra people to cover regular business hours. The recorded greeting handles it. For small businesses, this makes professional call handling something you can actually afford.

These benefits add up fast: better experiences, stronger brand perception, and money saved without sacrificing quality. To enjoy these benefits, you need robust call scripts.

Next up, we have the script examples for you.

Auto Attendant Script Examples

Seeing actual scripts helps way more than theory. Here are the real examples you can adapt for your own business across different situations and industries.

1. Time-Based Scripts:

Business Hours Scripts

Script 1: 

Thanks for calling Greenfield Plumbing.

For service requests, press 1.

For billing and payments, press 2.

To reach a specific person, dial their extension.

For all other inquiries, please press 3, or stay on the line for our operator.

Script 2:

You’ve reached Miller & Associates. Our hours are Monday through Friday, 9 AM to 6 PM Eastern time.

For sales, press 1.

For customer support, press 2.

For our directory, press 3.

To repeat these options, press 9.

After-Hours Scripts

Script 3:

Thanks for calling Davis Auto Repair. Our office is currently closed. We’re open Monday through Friday, 8 AM to 6 PM, and Saturdays, 9 AM to 3 PM. Please leave a message after the tone with your name and phone number, and we’ll return your call first thing tomorrow.

Script 4:

You’ve reached Parker Insurance. We’re closed right now. Our normal business hours are weekdays, 9 AM to 5 PM. For urgent claims, visit our website at parkerinsurance.com. Otherwise, leave a message after the tone, and we’ll get back to you during regular business hours.

Holiday Scripts

Script 5:

Happy holidays from Summit Marketing. Our office is closed for Thanksgiving and will reopen Monday, November 27th.

For immediate help, email us at [email protected] or visit our website.

To leave a message, press 1.

Script 6:

Thanks for calling Riverside Dental. We’re closed for the holidays from December 24th through January 1st.

For dental emergencies, call Dr. Chen at 555-0199.

For appointments, leave your name and number after the tone, and we’ll call you back when we reopen.

2. Purpose-Based Scripts

General Greetings

Script 7:

Welcome to Apex Solutions. Listen carefully as our menu options have changed.

For sales, press 1.

For technical support, press 2.

For billing, press 3.

To speak with someone, press 0.

Script 8:

Thanks for calling Harbor Coffee Roasters.

To place an order, press 1.

For wholesale inquiries, press 2.

For our cafe locations and hours, press 3.

For everything else, press 4 or hold for an operator.

Voicemail Greetings

Script 9:

You’ve reached the voicemail of Sarah Mitchell at Clearview Accounting. I’m either on another call or away from my desk. Leave your name, number, and a brief message after the tone.

For urgent matters, press zero to reach our front desk.

Script 10:

Hi, this is Tom Rodriguez in sales. I can’t take your call right now. Leave a message with your name and the best time to reach you, and I’ll get back to you within 24 hours. Thanks for calling.

On-Hold Messages

Script 11:

Thanks for holding. Your call is important to us. Did you know you can check your account balance and make payments on our website? We’ll be with you shortly.

Script 12:

Please stay on the line. A representative will be with you soon. While you wait, follow us on social media for tips and special offers. Your estimated wait time is less than three minutes.

Emergency Alerts

Script 13: 

Important: Due to severe weather, our offices are closed today. We’ll reopen tomorrow at our normal time.

For emergency service, press 1 now.

Otherwise, please call back during business hours or visit our website.

Script 14:

Attention: We’re experiencing high call volumes due to a system outage. Current wait times are over 30 minutes.

For faster service, visit our help center at techsupport.com or submit a ticket online.

To wait for the next available agent, stay on the line.

Appointment Scripts

Script 15: 

Thanks for calling Lakeside Wellness Center.

To schedule an appointment, please press 1.

To cancel or reschedule, press 2.

For prescription refills, press 3.

For billing questions, press 4.

Script 16:

You’ve reached Bright Smiles Dental.

New patients, press 1.

To confirm or change your appointment, press 2.

For insurance and billing, press 3.

For emergencies during office hours, press 0 immediately.

Billing or Payment Scripts

Script 17:

Welcome to the billing department.

To make a payment, press 1.

To check your account balance, press 2.

To set up a payment plan, press 3.

For all other billing questions, press 4 or hold for a representative.

Script 18:

You’ve reached accounts receivable at Northern Utilities.

Pay by phone, press 1.

Report a billing error, press 2.

Request a payment extension, press 3.

For general billing inquiries, please press 4.

Feedback Scripts

Script 19:

We’d love to hear from you.

To leave feedback about your recent experience, stay on the line, and someone will assist you shortly.

Or visit our website and fill out our quick survey. Thanks for helping us improve.

Script 20:

Your opinion matters.

To share feedback or make a suggestion, press 1 to leave a recorded message.

Or press 2 to speak with our customer experience team.

You can also email [email protected] anytime.

3. Department-Based Scripts

Sales Department

Script 21:

Thanks for your interest in our products. A sales representative will be with you shortly. While you wait, check out our current promotions at sales.horizontech.com. Your call will be answered in the order it was received.

Script 22:

You’ve reached the sales team at Precision Tools.

For new orders, press 1.

For quotes and estimates, press 2.

For product information, press 3.

To speak with your account manager, dial their extension or press 0.

Customer Support

Script 23:

Welcome to customer support.

For technical issues, press 1.

For order status, press 2.

For returns and exchanges, press 3.

For general questions, press 4.

All calls may be recorded for quality assurance.

Script 24:

Thanks for calling support.

Before we connect you, have you checked our FAQ page? Many common issues are solved there instantly. Still need help?

Press 1 for technical support or 2 for account help.

Billing and Accounts

Script 25:

You’ve reached billing.

To discuss your current bill, press 1.

For payment options, press 2.

To update your billing information, press 3.

For disputes or adjustments, press 4 or stay on the line.

Script 26:

Welcome to accounts.

To make a payment, press 1.

To check your balance, press 2.

To speak with a billing specialist, press 3.

For automated account information, have your account number ready and press 4.

Human Resources or Recruitment

Script 27:

You’ve reached HR at Coastal Manufacturing.

For current employees with payroll or benefits questions, press 1.

To inquire about job openings, press 2.

To check your application status, press 3.

Script 28:

Thanks for calling human resources.

Employee benefits, press 1.

Recruiting and careers, press 2.

To report a workplace concern confidentially, press 3.

For general HR questions, press 4 or hold for assistance.

4. Industry-Specific Scripts

Healthcare Clinics

Script 29:

Thank you for calling Riverside Family Medicine.

To schedule or change an appointment, press 1.

For prescription refills, press 2.

For lab results, press 3.

For billing questions, press 4.

In medical emergencies, hang up and dial 911.

Script 30:

You’ve reached Northside Pediatrics.

Our office hours are Monday through Friday, 8 AM to 5 PM.

New patient registration, press 1.

Existing patients, press 2.

Urgent nurse line, press 3.

For after-hours emergencies, call 555-0911 or go to the nearest ER.

Law firms

Script 31:

Welcome to Thompson & Gray Attorneys.

For new client inquiries, press 1.

Existing clients, dial your attorney’s extension or press 2.

For billing and payments, press 3.

For our office locations, press 4.

Script 32:

You’ve reached Morrison Legal Group. Our attorneys specialize in family law, estate planning, and business matters.

To speak with an attorney, press 1.

For case updates, press 2.

To schedule a consultation, press 3.

Real Estate Agencies

Script 33:

Thanks for calling Skyline Realty.

To search available properties, press 1.

To list your home, press 2.

For property management, press 3.

To reach your agent directly, dial their extension or press 0.

Script 34:

You’ve reached Coastal Properties.

If you’re looking to buy a home, press 1.

For selling your property, press 2.

For rental inquiries, press 3.

For commercial real estate, press 4.

To speak with an agent right away, stay on the line.

IT or Tech Support Companies

Script 35:

Welcome to Apex Tech Support. Before we begin, have your ticket number ready.

For password resets, press 1.

For network issues, press 2.

For software problems, press 3.

For hardware support, press 4.

Script 36:

You’ve reached Digital Solutions helpdesk.

To report a system outage, press 1 immediately.

For general IT support, press 2.

To check your ticket status, press 3.

For new service requests, press 4.

Schools and Training Centres

Script 37:

Thank you for calling Maplewood Academy.

For enrollment information, press 1.

For attendance or student records, press 2.

For billing and tuition, press 3.

To reach a teacher, press 4 and enter their extension.

Script 38:

You’ve reached Summit Learning Center. Our office hours are weekdays, 8 AM to 4 PM.

Class schedules and registration, press 1.

Current student questions, press 2.

For our main office, press zero.

5. Business Size or Setup

Small Business Scripts

Script 39:

Hi, you’ve reached Jake’s Landscaping. I’m probably out on a job right now.

For estimates, leave your name, address, and phone number after the tone.

For urgent matters, text me at 555-0123. Thanks for calling.

Scripts 40:

Thanks for calling Bella’s Bakery. We’re open Tuesday through Saturday, 7 AM to 3 PM.

To place an order for pickup, press 1.

For custom cake inquiries, press 2.

For our location and menu, visit bellasbakery.com.

Corporate Scripts

Script 41:

Welcome to GlobalTech Industries. Your call may be recorded for quality assurance.

For our company directory, press 1.

For sales, press 2.

For customer service, press 3.

For all other departments, press 4.

Script 42:

Thank you for contacting Sterling Financial Group. Listen carefully as our menu options have changed.

For personal banking, press 1.

For business services, press 2.

For investments, press 3.

For loan inquiries, press 4.

To repeat these options, press 9.

Remote or Hybrid Team Scripts

Script 43:

You’ve reached CloudWork Solutions. Our team works remotely across multiple time zones. Leave a detailed message with your name and number, and the appropriate team member will return your call within one business day.

Script 44:

Thanks for calling Nomad Creative Agency. Our distributed team is available Monday through Friday, 9 AM to 5 PM Eastern time.

For new projects, press 1.

For current clients, press 2.

For urgent matters, email: [email protected].

6. Language and Accessibility

Multilingual Scripts

Script 45:

Thank you for calling Metro Health Services.

For English, press 1. Para español, oprima dos.

For Mandarin, press 3.

For all other languages, please hold for an interpreter.

Script 46:

Welcome to City Hall. English, press 1. Para español, oprima dos.

Pour le français, appuyez sur trois.

For translation services, press 4.

Accessibility-Friendly Scripts

Script 47:

Thanks for calling Access First Bank. For faster service, you can use our website or mobile app.

For phone banking, press 1 now.

For customer service, press 2.

To speak with someone immediately, press 0.

To repeat this menu, press 9.

Script 48:

You’ve reached Valley Transit. I’ll speak slowly so you have time to choose.

For bus schedules, press 1.

For route information, press 2.

For lost and found, press 3.

To hear these options again, press star.

For an operator, press 0 at any time.

Use these sample scripts as starting points, then tweak them to match your specific business needs and the way your customers actually talk.

But what if you could write your own scripts? Continue reading if you want to learn how to write an automated phone script by yourself.

Writing Your Auto Attendant Scripts: How to Write Your Own Scripts?

Writing your own script from scratch might seem tricky, but following a few straightforward guidelines makes the process a lot easier.

Keep It Short and Simple

The biggest mistake? Scripts that go on forever. Your auto attendant greeting should take maybe 30 seconds, not five minutes.

Say “Welcome to [company name]” and list your options. That’s it. Every extra sentence gives people time to hang up or stop listening.

Skip the corporate language, too. “For sales, press 1″ beats “To be connected with our sales department, please select option one.” Your auto attendant message should sound like a person, not a policy document.

Prioritize Menu Options

Put what people actually call about first. Check your inbound calls. What are the top reasons people contact you? Those should be your first menu press options.

If most calls are for support and billing, and payments, don’t bury them at options 4 and 5. Lead with what matters: “For support, press 1. For billing, press 2.” Less common stuff can come after.

Provide an Operator Option

Always give people a way out. Some callers don’t fit your menu, or they’re confused and just want help.

“Press 0 for a representative” should be in every script. Put it at the end, or mention it early if you want. Either way, it catches people who’d otherwise hang up frustrated because they’re calling regarding something that doesn’t match your options.

Include Repeat and Return Options

People miss stuff. They’re distracted, or your menu moved too fast. Don’t make them call back.

Add “To repeat these options, press 9” at the end. For multi-level menus, include “To return to the main menu, press pound” so people don’t get stuck somewhere they didn’t mean to go.

Consider Multilingual Support

Got Spanish-speaking customers? Put “para español, oprima dos” right after your English greeting, not buried at the end.

The same goes for other languages in your area. A quick “For French, press 3” upfront means your call routes people to the right place faster. Shows you actually thought about who’s using your business phone system.

Hence, stick to these practices, and you’ll end up with a script that actually works.

You’ve written your script following best practices, but before you go live, you need to make sure it actually works the way you think it does.

Testing and Improving Your Script

Writing your script is just the start; testing and tweaking it based on real feedback is what makes it actually work well.

Conduct Trial Calls

Call your own number first. Try every menu press option like you’re a customer.

Does the auto attendant greeting work? Can you find what you need? Press wrong numbers to see what happens when people mess up.

Have other people test it; coworkers, friends. They might catch stuff you miss.

Listen for Tone and Flow

Play your recording back. Does it sound normal or stiff? What reads fine can sound weird out loud.

Check the pacing. Too fast? Enough pause between options? People need time to process, especially when they’re calling regarding billing and payments or something stressful.

Gather Feedback

Ask your team what they’re hearing. Are customers ending up in the wrong department? Do people seem confused when they finally reach someone? Your staff handles inbound calls all day; they know what’s broken.

You can ask callers, too. After helping them, just say, “Was our phone menu easy to use?” Most people will tell you straight if something was annoying.

Track Key Metrics

See how many people hit zero right away instead of using menu options. That means your auto attendant script isn’t helping.

Check abandoned calls, people hanging up before reaching anyone. High numbers mean your menu’s probably too long or confusing. Look at missed calls outside normal business hours, too.

Refine and Optimize

Fix what’s broken. Maybe option 3 should be option 1 because everyone picks it anyway.

Update when things change, new hours, different services, staff moves. An auto attendant message saying “Our office is currently closed” at 2 PM just looks bad.

Keep testing and adjusting based on what you learn, because a script that worked last year might not cut it today.

While testing catches issues, knowing the most common errors saves you from problems before they start. There are a few mistakes you need to avoid while making a script.

Common Mistakes to Avoid in Auto Attendant Scripts

Plenty of businesses mess up their automated phone scripts in predictable ways; knowing what to avoid saves you from annoying your callers.

Overly Long or Complicated Menus

Stop listing ten options. Nobody remembers past four or five, and most people tune out halfway through.

Long menus kill patience. When your auto attendant greeting takes two minutes before callers can do anything, they’re already annoyed. Keep menu options short; hit the main stuff and move on.

Multi-level menus are worse. “Press 3 for billing, then press 2 for payments, then press 1 for credit cards” is torture. If someone needs three menu press actions to reach a person, your call flow is broken.

Using Technical Jargon

Don’t say “For our customer relationship management portal inquiries.” Just say “For account questions, press 2.”

Your auto attendant message should use words normal people use. “For sales, press 1” beats “For our business development team.” Nobody calling your business phone system wants to decode what department names mean.

This goes double if you’re adding “para español” options. Technical terms don’t translate well and confuse people even more.

Missing or Incorrect Routing

Test where calls actually go. Sometimes you set “For support, press 2,” but it rings sales instead. Happens more than you’d think.

Check the party’s extension routing too. If someone dials an extension directly and hits a disconnected number or the wrong person, that’s sloppy. Update your system when people leave or switch roles.

Dead ends are the worst when callers pick an option and just get silence or endless ringing. Every menu press choice needs to land somewhere useful, even if it’s just business voicemail.

Ignoring After-Hours Needs

“Our office is currently closed” isn’t enough. Tell people when you’re back and what else they can do.

Your after-hours message should cover normal business hours: “We’re open Monday through Friday, 9 AM to 5 PM Eastern time”, plus alternatives. “Leave a message after the tone, visit our website, or call back during regular business hours.”

Customers calling outside your schedule still need help. Point them somewhere useful instead of just shutting the door.

Neglecting Error and Fallback Options

People press the wrong buttons. They don’t press anything. Your phone sits there. Now what?

Add “Sorry, we didn’t get that” instead of awkward silence. Give them choices: “To repeat this menu, press 9, or press zero for help.”

Without fallback options, confused callers just hang up. That’s a missed call you could’ve saved with basic error handling in your auto attendant script.

Avoid these mistakes, and you’re already ahead of most businesses whose phone systems drive people crazy.

Summary

Your auto attendant script is often the first thing people hear when they call, so it’s worth getting right.

Keep it simple; clear greetings, sensible menu options, and routing that actually works. Test it before you launch, then fix what’s broken based on real feedback.

Ready to build yours?

Grab one of these sample scripts here and tweak it to fit your business. Your callers will have a better experience, and you’ll spend less time dealing with misdirected calls.

FAQs

What is an auto attendant script?

It’s the recorded message callers hear when they dial your business. It greets them and presents menu options to route their call to the right place without needing a live receptionist.

Can the auto attendant handle after-hours calls?

Yes. You can set up different messages for normal business hours versus after hours. The after-hours script typically tells callers when you’re open, offers voicemail, or points them to your website.

How often should scripts be reviewed or updated?

Check them at least twice a year, or whenever something changes: new services, different hours, staff moves, or new office locations. Outdated scripts just confuse people.

How do you test if an auto attendant script is effective?

Call your own number and go through the menu options. Have other people test it too. Track metrics like abandoned calls and how many people immediately press zero instead of using the menu.

Are auto attendants suitable for small businesses?

Absolutely. They make a small business sound professional without the cost of hiring a receptionist. Even basic scripts handle calls better than phones ringing endlessly or going straight to generic voicemail.