How To Setup A Business Voicemail Greeting In 2021

The voicemail greeting is crucial for your phone system since it is frequently the first impression consumers receive of your company. Making an excellent voicemail greeting is a one-of-a-kind opportunity to amaze consumers by putting your best face forward while also boosting the odds of retaining their Business when you can’t answer the phone. In this article, let’s first understand what is a good Business Voicemail Greeting ? and how to set it up.

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What exactly does a professional voicemail greeting entail?

A recorded message provides a professional voicemail greeting. That alerts clients and business partners to essential information. When you can’t accept their call because you’re busy, it is crucial to every successful company communication strategy, mainly if you work in sales.

Even if you can’t reach them right away, a solid professional voicemail greeting may help you close deals with prospects and customers. By informing them that you will call them if they offer their name, phone number, and message. Customers are encouraged to put their faith in your expertise and skill.

Why does your business require professional voicemail greetings?

Missed calls aren’t ideal. By having a friendly voicemail greeting, you can let your caller know you’re still available to them. In addition, it will notify your clients of your absence with the most significant business voicemail greetings. You will also get small business voicemail greeting examples in this post.

And how they may get in touch with your company. They’re also concise and to the point. In general, your greeting should last between 6 and 24 seconds. To prevent callers from hanging up in the middle of a discussion.

What should your business voicemail greeting say?

Customers should be given vital information about your company via your voicemail greeting. The welcome professionally exposes clients to your Business and gives clear next steps for the encounter. It also informs consumers when they may anticipate follow-up contact.

Because greetings are such an essential element of the customer experience and one that is frequently done incorrectly, nailing your company voicemail may help you stand out from the crowd. Include the seven components listed below to do this.

Your Name

Your Name Image

It’s no secret that individuals like conversing with others. Therefore, it should always include your name in your voicemail greeting. Alternatively, the name of the person who will call the customer back it’s a personal touch that helps to humanize your Business.

Suppose the call has progressed to the point where more than one person can handle it. Then make that clear in the voicemail greeting as well. Again, it’s an effective method to set consumer expectations.

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Your Business’s Name

Image Is About Business Names

It May seem simple, but when customers want to leave a note for a company. They must understand they are conversing with the correct firm if you’re starting.

Alternatively, your company name might not sufficiently convey the nature of your firm. A brief explanation of what you do is also beneficial.

It Not only ensures that the consumer is communicating with the appropriate personnel. However, it also reduces the number of communications that are not intended for your firm. As a result, it saves you significant time.

Your Working Hours

Image Is About Your Working Hours

Small-business entrepreneurs are frequently “on” and working around the clock when you establish certain business hours for yourself and convey them to consumers via voicemail.

It enables you to achieve a better work-life balance. Set business hours might also help you justify the time it takes to respond.

A Request For Particular information

Image Showing A Request For Particular Information

When customers include precise details in their communications, it is easier to follow their requests. Therefore, it should request the information in your voicemail greeting.

When returning a customer’s call, you must give the most significant possible experience, depending on your industry. This information may include the client’s name, contact number, an ideal time to call back. Or a description of the customer’s present problem.

Other methods of contact available

Your consumers may communicate with your company in various methods, including texting, email, live chat, and social media. Make sure your voicemail informs consumers about the different ways they may contact you.

It’s also a good time to specify your preferred form of communication. Let them know whether it’s easier to follow up with a text. It may be less challenging to follow up with consumers when your voicemail messages are automatically transcribed.

Thank you

Image Is About A Thank You

It is usually a good practice to thank consumers whenever possible. Your company voicemail greeting may serve as a constant reminder of how essential consumers choose your small business.

Thank you notes can also help to strengthen your growing relationship with your consumers.

How to set up your voicemail for your business 

You could be tempted to believe that phone calls are a thing of the past, with the advent of live chat, email, and social media assistance. However, this could not be farther from the truth that 88 % of consumers still prefer to communicate by voice, and your company voicemail is an essential component of your business

Customers’ perceptions of your brand are directly influenced by a unique and free voicemail greeting for business calls. It establishes the tone for all following discussions. It’s also frequently the initial point of contact for a potential consumer with your company.

This is based on the importance of using your voice to develop and maintain a relationship with your consumers.

Small-company owners may also use the proper business work voicemail greeting to keep on top of every client encounter. Finally, project a professional image and stay organized.

Sample Voicemail Greeting

Image Showing Sample Voicemail Greeting

Your arrival at [company] has been acknowledged with a warm greeting from [name]. Sorry, but I’m unable to take your call at this time. Please leave your name and phone number, and I will contact you back as soon as I am available. Thank you very much.”

Isn’t it simple? But why is it so difficult? I’ve got your back. I’ve created a list of some of the most acceptable voicemail greetings you may use in almost any scenario.

Voicemail Greetings Types

Greetings for Work Voicemail

Each of these personalized business voicemail greetings is kept only for your work phone. However, they are pretty successful since they assist you in establishing a relationship right from the beginning.

Alternatively, they might help you communicate an essential update in a clear, uncomplicated manner.

  1. The formal introductory phrase: “Hello, [your name] at [your firm] has reached out to you. I’m now unavailable since I’m probably assisting [kind of organization] in achieving [X objectives, such as ‘doubling their leads in 60 days,’ ‘hiring the finest and brightest engineers,’ and converting 40% more consumers.’] Please leave your name and phone number, and we’ll talk about how your firm might achieve comparable outcomes.”
  2. Formalised paraphrase: “Hello, you’ve contacted [name] at [company]. If you want a prompt answer, please send me an email at [insert email address], and I’ll get back to you by EOD tomorrow. If it’s not an emergency, please leave a message with your name and phone number. Have a wonderful day.”
  3. Formalized: “Hello, my name is [your name]. Please [contact so-and-so] or [go to our website, send me an email] if you’re calling for [X reason]. Please leave your name and a brief note for any further queries, and I will call you within [one, two, three] business day[s].”
  4. You have been contacted by [your name and title]. [Date] is the date of my maternity leave. In the meanwhile, please direct all phone calls to [another contact name] at [phone number] and emails to [email address]. Thank you, and I’ll see you in [month when you return to work].”
  5. This [person’s name] has left [Company name] in order to explore other possibilities. You can reach [New or temporary name] by phone at the number [phone number]. Please accept my heartfelt thanks!”

Greetings on Voicemail in a Few Words

Your clientele, like you, don’t have much time. Use the brief voicemail greetings listed below to get to the point fast and ask people to leave a note.

  1. “Hello, my name is [your name]. I’m usually on the phone or away from my workstation. Please leave your name, phone number, and a brief note, and I will contact you. Thank you very much.”
  2. The formalized paraphrase “Hello, my name is [your name], and I work at [company]. Thank you for your call. My response will be as quick as possible. Please put your name, phone number, and the reason for contacting me in the space below.”
  3. “Greetings, [your name] has contacted you. My apologies, but I’m unable to take your call at this time. But if you leave your name, phone number, and a brief note, I’ll return your call.”
  4. It is a pleasure to meet you, my name is [your name]. You’re welcome, and thank you. Unfortunately, I’m presently unavailable, but if you leave your name, phone number, and message, I’ll contact you back.”

Greetings for Business Voicemail

Do you want to record a voicemail greeting for your whole organization or team? These free professional voicemail greetings will suffice.

  1. “Hello, you’ve arrived at [X business]. We’re sorry, but we can’t take your call right now. Please leave your name, phone number, and reason for calling, and one of our staff members will call you back within 24 hours.”
  2. “Hello, you have reached [Business]. We’re sorry, but we’re temporarily unavailable. However, we would want to speak with you, so please leave your name, phone number, and reason for calling, and someone will contact you as soon as possible.”
  3. “Hello, you’ve reached [business].” We’re accessible by phone Monday through Friday from [hour] to [hour] [time zone] [optional: and on weekends from hour to hour]. You may also reach us by visiting our website, [URL], and either live-chatting or emailing us. Please leave your name and phone number after the tone if you want us to contact you back.”
  4. “Hello, you have reached [company].” If you want to learn more about [X], please visit our [Facebook page, corporate website, etc.]. If you want to learn more about [Y], go to [Z page on our website, YouTube channel, etc.]. Do you have any further questions or would like to speak with a member of our team? Please leave your name and phone number, and we will contact you back right soon.”
  5. “Hello, you’ve reached [Company name sales ] ‘s Department.” Our reps actively assist clients with [insert objectives such as ‘achieve 40% growth by simplifying HR processes’]. Unfortunately, because of this, we cannot answer your call. However, our staff will get in touch with you as soon as possible after receiving your request. Please leave your name, company name, and phone number in the message box below. “Thank you very much.”

Funny voicemail Greetings

A word of caution: If you’re looking for work or work in a conservative field, these greetings will not help you. Always keep in mind your target personas. If there’s a risk they won’t enjoy your sense of humor, go with a more simple greeting.

  1. “This is James Bond. Bond, James Bond. Okay, [your last name] is correct. [Your first name] [Last name] I’ll get back to you as soon as I finish assisting M16 in saving the planet, which will most likely be tomorrow at the latest. Have a wonderful day.”
  2. “Hmmm. Gryffindor. No way, Ravenclaw. Yes, you do belong in Ravenclaw. *Pause. *You haven’t reached the Sorting Hat yet – it’s [your name voicemail]. ] ‘s Please leave your name and phone number (along with the Harry Potter house you feel you belong in), and I’ll get back to you as soon as possible.”
  3. The formalized paraphrase “Hello there! You’ve received [your name’s] voicemail. Please provide your name, contact information, and the solution to the age-old question, “Which came first, the chicken or the egg?” All correct answers will be contacted.

Greetings for a Vacation Voicemail

Are you going out of town? Your callers should be aware. Let them know with the vacation voicemail greetings listed below.

  1. “Hello, [your name] has reached out to you. I’ll be gone from [date] until [date]. If you want assistance with [X] before that time, please call [name] at [phone number]. Everyone else, please leave your name and phone number, and I will call you back when I return. Have a good day.”
  2. It was responded with “Hello, [your name]”. A red spider’s poisonousness is likely to be why I’m presently [exploring Asia, trekking through the Costa Rican rainforest or relaxing on Bermuda beach] — or [recovering from terrible jet lag, seeking sunscreen with SPF 150]. I won’t be returning to work until [date]. Your contact information and reason for phoning will be recorded so that I may contact you as soon as possible.
  3. [Your name] is [your name], and I am employed by [your company].” As of [date], I will be away from the office. Meanwhile, please refer any questions to [coworker’s name] at [email address]. Also, you may reach them by phone at [telephone number]. Thank you very much.”

Greetings on Voicemail for the Holidays

Nobody should be phoning over the holidays, yet some do. So when you’re away for the holidays, record a voicemail greeting that conveys the season’s joy while being professional.

  1. Welcome to the workplace of [your name, X company]. The team is temporarily out of the office, but we will return on [date] full of delicious meals and eager to talk to you. Please include your name, phone number, and — if applicable — your favorite [holiday meal, Thanksgiving tradition, etc.].”
  2. Formalized Welcome to the workplace of [your name, X company]. We will be closed from [date] until [date]. We will contact you with your name and phone number as soon as possible. Have a happy [New Year’s, Fourth of July, or other holidays].”
  3. we have formalized “Merry Christmas! [I’m, and the crew at X firm is] on vacation till [date]. When we return, we’ll make sure to call you right immediately. If your request is time-sensitive, please email [emergency contact] at [email address]. This has been very appreciated. Have a good day!”
  4. ‘[Company] cherishes your business relationship’ In honour of [holiday], we’re going to be closed [date] through [date]. Your mail will be returned as quickly as possible. A very Merry Christmas to you!”
  5. “Thank you for visiting! [Business] appreciates your interest. For today’s holiday, we will be closed, but we’ll be back on Monday! If you leave your name, phone number, and a brief note, we’ll contact you when we return to the office. Have a wonderful day.”

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Make a Professional Voicemail Greeting That Continues the Conversation

Creating a voicemail greeting may not be enjoyable. However, using the scripts I’ve provided, you should have an easier time. There’s no need to practice again and over. Instead, provide your name, company title, and other information. Then recite it aloud to the voicemail greeting recorder on your phone. You’ll be able to nurture prospects longer if you use a professional welcome, even if you don’t answer the phone.


What do you need to record professional voicemail greetings?

To reap the benefits of professional voicemail greetings. First, you’ll need a business phone system that allows you to record, modify easily, and upload voicemail welcomes. Not just for you, but everyone on the team.

Your company voicemail greeting reflects your personality. It should be brief and on-brand. The scripts we’ve provided are a great place to start, but the most excellent corporate voicemail will match the rest of your communications.

Professional voicemail messages may appear to be a minor thing. However, they are a difference between a caller becoming a customer and a caller permanently hanging upon your company.

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