Professional Business Voicemail Greeting Examples You Can Send Immediately

Are you frustrated when your customer calls you, but you aren’t available to pick up calls? Are your customers’ relationships degrading, and are you losing them? 

No matter how much you always try to be available, you cannot immediately 100% answer and manage all your calls. 

In these kinds of situations, voicemail greeting plays an important role. It helps to exchange messages between the company and the subscribers using prompt messages, even if you are not unavailable to receive calls.

According to the telecommunications report, it is said that 60% of phone calls end up in voicemail. It also states that companies without voicemail greetings lose customers as they seek other solutions.

This blog provides professional business voicemail greeting examples to craft the perfect voicemail greetings, build positive relationships, and keep customers engaged.

Let’s get right into the article! 👇

What is a good voicemail greeting?

A good voicemail greeting is a short, simple, and professional message letting customers know you will be available soon and giving them clear instructions to leave their name, contact information, and the purpose of their call. Voicemail greetings should also show appreciation to callers for reaching out.

What are the things to say in voicemail greetings?

The things to include in voicemail greetings are:

• Greeting
• Your Name
• Your Company Name
• Reason for unavailability (simple and clear)
• Approximate time for returning a call
• Alternate person to get in touch with.
• Clear instructions to leave their name and contact information.  

Benefits of Having a Professional Voicemail Greeting

You need a voicemail greeting to increase your integrity, build a positive image, and impact your clients.

Voicemail greeting helps improve your professionalism and encourage customers to continue their relationship with your organization. If you discard or ignore their calls, they will likely unfollow you and lose your customers.

Here are some of the benefits of having a professional voicemail greeting:

• Voicemail greeting helps you to build strong relationships with clients and customers.
• Professional voicemail greetings create a positive and lasting impression on callers, giving the business a more polished image.
• It sends a message to the clients that your business is serious about its values and customer services.
• Exquisite voicemail greetings help the caller navigate the calls, making it easier to leave a voicemail message and contact the right person. 
• A professional greeting helps manage customer expectations, informing them when to expect a callback or instructions for an emergency.
• You can save time for both the caller and the recipient with a clear and concise voicemail greeting, like for office hours or holiday schedules.
• A professional voicemail greeting can differentiate a business from its competitors and help it stand out in a crowded market.
• It can also improve customer service and increase the likelihood of a customer returning by showing that the business is attentive and committed to meeting their needs.

Professional Business Voicemail Greeting Examples To Use Today

When unable to address your customer’s query, a professional voicemail greeting compensates and displays a professional attitude. It acts like a door for your business, and you do not want to drive away your customers. 

Prepare personalized greetings tailored to your business and current situation if you want your company to be seen as reliable that can also maintain your office phone system.

You can find examples of different types of professional business voicemail greetings that you can use:

General office voicemail examples

Example 1:

Hello! You have reached[Name], but unfortunately, we can not pick up the call right now. Please leave your number, name, and reason for calling us. We’ll respond and contact you as soon as we can. 

Example 2:

Thank you for calling. I am sorry, I am not at my desk at this time. Please leave your personal information, and I’ll be sure to contact you. 

Example 3:

Hello, you have attended the voicemail of [Employee name] at [Organization Name]. I am currently in a meeting or away from my desk. Please drop your name, number, and a short message after the ring, and I’ll respond to you as soon as possible.

Example 4:

Welcome to the main desk of [Company Name]. Leave a message at the tone, and mention the name of the person you’re trying to contact.

Example 5:

Hello, this is [Name]. I’m out of the office until [return date or time]. Please leave a voicemail with your name, number, and reason for calling, and I will call you as soon as I return to work.

Example 6:

Hello! You’ve received the voicemail of [employee name] at [name of your company]. Please Leave your personal details and contact information, and answer the question, ‘Which came first, the chicken or the egg?’ we’ll call the ones who give the right answer. Have a nice day.”

Example 7:

Hello, you have reached [your name] at [your company]. Apologies for missing your call. Even though I am quite sedulous right now, if you leave your name, phone number, and a short note, I’ll call you back within 24 hours. Speak to you soon!”

Voicemail greeting example for medical office

Example 8:

You’ve reached the voicemail of [medical or doctor’s name]. If this is an emergency, please dial[emergency number]. Our office hours are from [time] to [time], [day] through [day]. For an appointment, Sign up at [the medials website], or call our secretary during office hours. Doctor [name] is currently on call with another patient. Please leave your name and number, and we will reply soon. Thank you.

Example 9:

Hello, you’ve reached the voicemail of Doctor [Name]. If this is an emergency, please hang up and dial [Emergency number]. I will be away from [region] from [date-date] for [reason]. Please leave your personal information and message after the beep, and I will contact you when I return. Thank you.

Real estate voicemail greeting examples

Example 10:

Welcome to our [Company’s Name]! Our team is committed to providing you with the best service and advice for all your real estate needs. Please leave a message after the tone, and we will get back to you as soon as possible. Thank you for calling, have a great day!

Example 11:

Thank you for calling [Real estate name]. Sorry, we’re currently unable to take your call. Leave a message with your name, phone number, and other important details.

Customer service voicemail greeting examples

Example 12:

Thank you for calling[company name] customer service. Leave a message with your question, comment, or concern we will respond to you as soon as possible. 

Example 13:

This is [Company Name]’s Customer Service. We’re currently on call with other customers; please drop your name and number we’ll contact you at the first accessible moment.

Example 14:

Thank you for calling Customer Service. All of our agents are currently busy helping other callers. Please leave a message with your name and number, as well as the reason you’re calling. Thank you!

How do I create a professional business voicemail greeting?

A professional business voicemail greeting can attract lots of customers and retain them. It is important to make your voicemail greeting attractive and beautiful.

Here are some ideas you can follow to create a professional voicemail greeting.

1. Clarity

Make your voicemail greeting short, sweet, and to the point. Include all the necessary information to make it professional. It helps a lot when it comes to conveying a strong image of your company. 

Your voicemail should be clear, precise, and informational that, leaves no space for any misunderstandings and misinterpretations that can lose your customers. 

While creating a message, don’t use complicated technical terms your customers do not understand. Use the familiar terms to the callers and make your message short. Cut the unnecessary figure of speech that could bore the callers and create a short voicemail. 

2. Proper greeting

A beautiful greeting impacts the customers while making a call. Maintaining a business-like voice while still sounding personable is crucial so customers do not feel as if they are talking to a robot. 

Use respectful greetings such as Good morning, Good afternoon, or Good evening, depending on the situation. 

You should compulsorily mention the organization’s name and the employee’s name. Your caller should be aware of whom they’re making contact with; otherwise, your voicemail makes zero impact on your callers.                                         

3. Use humor

Using humor will add a nice touch to your voicemail and makes your callers smile. But it is important to use it depending on the situation; otherwise, it’s best to avoid humor on your voicemail. 

If you own a personal number, it is best to put humor and jokes in your voicemail. Your tone and professionalism depend on the nature of your company and the type of customers.  

If you don’t want to add jokes, it is also not important to focus all on business. Use a friendly tone, being polite and warm. 

4. Professionalism

You can greatly influence how potential buyers perceive you or your company’s brand by how you say your name and introduction on the message. Use correct grammar and diction while creating a voicemail to impact your customers and build trust.

5. Important details

Using the given time frame on voicemail [which is not very long], try to include all the information, such as the reason for being unavailable, company or product, apologies, to leave personal information, and reason for calling. Don’t make it boring; mention the necessary details in your voicemail. 

Common Mistakes to Avoid While Creating Voicemail Greeting

A voicemail system is part of a comprehensive contact strategy incorporating telephone calls, emails, and other means of reaching the right prospects. Your voicemail should have the quality to make an impact on the callers.

A bad negative voicemail can impact your business as it is the first impression to your potential customers. A poor greeting makes customers think twice before doing business with you as it gives the impression of a bad organization. 

It is crucial to have an impression to positively impact your clients through good voicemail greetings. Here are some common mistakes you should avoid in a professional voicemail greeting.

• Don’t make it lengthy.

Don’t mention unnecessary pieces of information and advertisements on your voicemail. Use precise information and know what the callers want. Make your voicemail interesting and short, outlining the precise information. 

• Not customizing messages

Your messages should be customized to a certain type of customer.  If your message is customized in different departments, the callers will know which department they’re calling and easily grab the solutions. You should customize your messages with proper navigation.  

• Selling the product

When callers call your company, they’re mainly looking for solutions, not advertisements. This irritates your callers and hangs up the phone. Don’t use voicemail greetings as your marketing tool but as a solution for the customers.

Don’t advertise sales and discount offers on the voicemail greetings, as it shows a lack of confidence in your products and makes you look desperate.

• Not Having a Specific Call to Action

Use necessary calls to action for specific navigations. Your caller might want to leave personal information, phone number, and voicemail as well; adding a call to action for these actions can help a lot to navigate or cancel the appointments.

Tips for Crafting a Professional Voicemail Greeting for Any Business

Professional voicemail is vital in attracting potential customers that call your company’s line. It shows your reliability and professional image to the customers and callers. 

A strong opening message, including the introduction of the recipient and the company, so that the caller will know who they’re contacting. It also polishes the message with good greeting openings such as Hi, Hello, Welcome, good morning, etc. 

Here are some steps for creating a professional voicemail for any business.

• Mention your or Companys’s Name

You can mention your organization’s name and role in the voicemail message. It makes sure that caller has dialed the right number. Include departments such as marketing, customer service, management, or others. 

The name of your business and perhaps even more information about your opening hours or where they can obtain further information regarding your products and services if you are a business owner can be given to the caller if it is relevant. 

• Tell them you’re unavailable

Your unavailability is obvious since you did not answer the phone. But you can still tell them as you don’t need any explanation or excuses. You can also customize your message according to your situation.

“I am in a meeting right now” and “I am unavailable at the moment.” are some examples of the messages you can set on your voicemail. 

• Convince them you’ll call back.

You might be unavailable for 30 minutes, 1 hour, or some days. It is important to inform the caller when you’ll get back. Inform your caller when you’ll call back and ask to drop their personal information, number, and reason for calling.  

If you’re on leave, you can suggest another person in the organization to help the client and set your return date and time.  If they call, they will know you won’t return their message at the moment and can reach someone else. 

• Apologize

You can apologize for not being able to receive a call. It shows politeness and shows value to the customers, and maintains a good relationship with your customers. 

• Include a Call to action

Call to action helps a lot to navigate the call and get help. Some of the options on the call to action can be:

• Leave personal information, number, and reason for calling.
• Contact someone else in the company.
• Contact via email or another phone number. 
• Leave a voicemail.

Automate Your Voicemail Greeting With KrispCall Cloud Phone

KrispCall offers IVR (Interactive Voice Response), allowing your business or company to customize and automate your voicemail greetings. Using prerecorded messages and menu options, you can direct their call to specific departments or specialists via touch-tone keypad selection or speech recognition.

With well designed IVR system of KrispCall, you can increase customer satisfaction and improve your call center or business phone system. It is beneficial for you and your clients. During high-volume calls and unavailability, IVR helps a lot to manage your calls and manage customer relationships.

At KrispCall, we understand clients and make managing and handling calls and voicemails easier with a scripted IVR system.  Our IVR system saves your fortune and time and allows 24/7 customer service seamlessly. 

Using KrispCall, you can easily set greeting messages by recording or choosing from pre-recorded greetings.  You can customize your greetings and set call-to-actions according to your needs to route calls to the preferred agents.

Conclusion

A professional voicemail greeting is essential for businesses as it helps create a good impression and promote trust in the company. It helps to retain customers and grow your business with professionalism. 

Suppose you want to create a professional voicemail for your business. In that case, you can take the above-mentioned 27 examples to refine your voicemail greetings above for your business to impress and positively impact your clients. 

KrispCall helps businesses improve their image through voicemail greetings. Using the Auto-attendant from Interactive Voice Response feature from KrispCall, you can easily set up professional and effective voicemail greetings in a few minutes. 

Arun Chaudhary

Arun is SEO Analyst at KrispCall. He has written in extensively in the field of cloud telephony and call center solutions.