Have you ever thought about how your voicemail greeting might be influencing your customers? It might sound minor, but a well-crafted voicemail make a solid first impression and build trust. If 85% of people are more likely to do business with a company that has a professional and informative voicemail, then why not create a polished greeting for your business?
In this guide, we’ll analyze all the working parts of voicemail greetings and explore:
- Different types of greetings including standard messages to more personalized options.
- Tips for recording professional, friendly, and informative voicemails.
- How your voicemail can influence customer satisfaction and loyalty.
Importance of a good business voicemail greeting
A well-crafted voicemail greeting is more than just a formality; it’s a powerful tool that can significantly impact your business’s reputation and customer satisfaction. Here’s how:
- Sets the right tone when you’re not available: A professional and informative voicemail greeting can leave a positive first impression on callers. It demonstrates that you value their time and are committed to providing excellent customer service.
- Projects a professional image: A well-spoken and articulate message can project a sense of professionalism and credibility. It shows that you’re organized and attentive to detail.
- Makes every connection count: A good voicemail greeting should clearly convey essential information, such as your business hours, contact options, and a call-to-action. This helps callers navigate your business efficiently and reduces frustration.
- Widens the net for more leads: By encouraging callers to leave their contact information, a well-crafted voicemail can help generate and qualify leads and potential customers.
What makes a good voicemail greeting for businesses?
A good voicemail greeting should be:
1. Brief and to the point
Keep your message concise and avoid rambling (no longer than 30 seconds). A brief greeting is more likely to hold the caller’s attention and encourage them to leave a message.
2. Professional and approachable
Use a polite and welcoming tone that reflects your business’s values. A friendly and approachable demeanor, instead of sounding monotone or rushed, can make callers feel valued and appreciated.
3. Informative and clear
Provide essential information such as your business name, department (if applicable), and a brief overview of the services you offer. Clearly state your business hours, contact options (email, website), and a call-to-action, for example, “Please leave your name, number, and a brief message”.
4. Customized and relevant
Tailor your message to your specific industry or target audience. For example, a veterinarian might focus on pet care instructions and clinic hours, while a retail business could highlight current promotions and special pop-up events on top of the standard information.
5. Easy to understand
Speak clearly and slowly to ensure that your message is easy to understand. Avoid using jargon or technical terms that may confuse callers.
The best business voicemail greetings: scripts and scenarios
A well-crafted voicemail greeting can be customized to your business needs or target audience. Here are some examples:
Professional greeting scripts
For businesses that prioritize excellent customer service, a well-crafted voicemail greeting can help ensure that callers feel valued and appreciated.
Scenario 1: A customer service department for a tech support company.
Script: “Thank you for calling [Tech Support Company Name]. If you’re experiencing a technical issue, please have your device or product information ready. If you’re unsure, please leave your name, number, and a brief description of the problem. We’ll contact you as soon as possible. Thank you for contacting [Tech Support Company Name].”
Scenario 2: A rental community help desk for a property management group.
Script: “Thank you for calling [Property Name]. If you are a resident with a question or concern for our management team, please leave your name, number, and a brief message. We’ll do our best to resolve your issue promptly. Thank you for contacting [Property Name].”
After hours greeting
If your business is closed, an after-hours greeting can provide callers with helpful information and encourage them to leave a message for follow-up when you’re open.
Scenario 3: A family run restaurant with limited operating hours.
Script: “Thank you for calling [Business Name]. We are currently closed. Please leave your name, number, and a brief message. We will return your call as soon as possible. You can also reach us by email at [Email address] or visit our website at [Website address]. Thank you for contacting [Business Name].”
Scenario 4: A healthcare provider with limited office hours and emergency services.
Script: “Thank you for calling [Healthcare Provider Name]. If this is a medical emergency, please hang up and dial 911 immediately. For non-emergency inquiries, please leave your name, number, and a brief message. We will return your call as soon as possible. Thank you for contacting [Healthcare Provider Name].”
Holiday and temporary closure greetings
When your business is closed for a holiday, the weather, or even renovations, make sure you have a voicemail greeting to keep customers up to date:
Holiday Greeting: “Thank you for calling [Business Name]. We are closed for [Holiday name]. We will reopen on [Date]. For urgent matters, please call [Emergency number]. Thank you for contacting [Business Name].”
Temporary Closure Greeting: “Thank you for calling [Business Name]. We are currently closed for [Reason for closure]. We will reopen on [Date]. Please visit our website at [Website address] for updates. Thank you for contacting [Business Name].”
Department-specific greetings
For businesses with multiple departments, a department-specific greeting can help callers connect with the appropriate team.
Scenario 5: A law firm with multiple practice areas.
Script: “Thank you for calling [Law Firm Name]. Please state the department you would like to reach, such as personal injury, family law, or corporate law. If you’re unsure, please leave your name, number, and a brief message. We will direct your call to the appropriate attorney. Thank you for contacting [Law Firm Name].”
Scenario 6: A retail store with multiple departments.
Script: “Thank you for calling [Retail Store Name]. For customer service, please press 1. For returns and exchanges, please press 2. For store hours or location information, please press 3. If you’re unsure, please leave your name, number, and a brief message. Thank you for contacting [Retail Store Name].”
Sales and marketing
For businesses focused on sales and marketing, a voicemail greeting can be a valuable tool for generating leads and nurturing potential customers.
Scenario 7: A sales team focused on cold calling.
Script: “Hello, thank you for calling [Business Name]. I’m currently unavailable. Please leave your name, number, and a brief message about how I can help you. I’ll return your call as soon as possible. Thank you for contacting [Business Name].”
Scenario 8: A real estate agency focused on lead generation.
Script: “Thank you for calling [Real Estate Agency Name]. If you’re interested in learning more about our available properties or would like to speak with one of our agents about selling your home, please leave your name, number, and a brief description of your business needs. We’ll follow up with you shortly. Thank you for contacting [Real Estate Agency Name].”
Practical recording tips and practices
- Choose a quiet environment: Find a space with minimal background noise for a finalized message that is clear and easy to understand.
- Speak clearly and slowly: Enunciate your words and avoid mumbling or speaking too quickly.
- Use a professional tone: Maintain a polite and respectful tone throughout your message.
- Be concise: Keep your straightforward and avoid rambling or providing excessive detail.
- Practice and refine: Record your message multiple times and listen to it carefully to identify areas for improvement.
- Use a good microphone: If possible, use a high-quality microphone to enhance the sound quality of your recording.
- Avoid using speakerphones: Speaking directly into the microphone will produce a clearer and more professional sound.
- Monitor your volume: Ensure that your voice is loud enough to be heard clearly, but not so loud that it distorts the recording.
- Be mindful of your background noise: If there’s any background noise, try to minimize it by closing doors or windows or using noise-canceling headphones.
- Use a voicemail recording software: There are many software options available that can help you record, edit, and improve your voicemail messages.
Create impactful voicemail greetings with Upfirst
Remember, a professional and informative voicemail greeting shows you value your customers’ time and are committed to providing excellent service. By investing time and effort into crafting a custom message, you can project professionalism, and effectively share essential information, even if you can’t take their call.
So, what are you waiting for? Be the first to try Upfirst and start creating voicemail greetings that will help your business sound professional and stay connected. Your customers will thank you!
FAQs about the best business voicemail greetings
How often should I update my voicemail greeting?
It’s generally recommended to update your voicemail greeting at least once a year, or more frequently if there are significant changes to your business, such as new hours, services, or contact information.
What should I do if I’m not comfortable recording my own voicemail greeting?
Many businesses hire professional voice actors or use automated voicemail services to create their greetings. This can be a good option if you’re not confident in your own recording abilities.
Can I use a personal voicemail greeting for my business?
While it’s important to maintain a professional tone, a touch of personality can help your voicemail greeting stand out. However, avoid using overly casual or informal language that might not be appropriate for a business setting.
How long should my voicemail greeting be?
Aim for a message that’s no longer than 30 seconds. A concise and to-the-point greeting is more likely to hold the caller’s attention.
Should I include my personal phone number in my voicemail greeting?
Generally, it’s best to avoid including your personal phone number in your business voicemail greeting. This can help protect your privacy and keep your professional and personal life separate.