Voicemail Greeting

So it’s important that your business has the perfect voicemail greeting to entice potential customers into leaving a message. Before we get into business voicemail greetings, here are some interesting facts about voicemail messages to think about.

How to Make Great Business Voicemail Greetings

  1. Do not begin with the “Your call is very important to us…” This phrase is overused and can be “turn off” to callers.
  2. Let the customer know whose voicemail they have reached. What business, department, or person are they leaving a message for?
  3. Apologize that you cannot take their call right now.
  4. Invite your customer to leave a message.
  5. Let your customer know when they can expect a return call. Follow through with a call back!
  6. List any additional options that are available to your customer. Does website provide meaningful information? What is the web address? Are there additional numbers for them to call in case of an emergency?
  7. Avoid giving out too much information. Keep it simple!
  8. Keep your voice message short and sweet. An optimal recording is about 25 seconds.

Top 7 business voicemail greetings

  1. Hi, you’ve reached [you name] of [your business]. I’m sorry that I’m not available to answer your call at the present time. Please leave your name, number and a quick message at the tone and I’ll forward your message to the appropriate person.
  2. Hi this is [you name], I’m either away from my desk or on the phone, please leave your name and number along with a short message and I’ll be sure to get back to you.
  3. Hello, you have reached the office of [your name]; I will be out of my office starting on [date] and will be returning on [date]. You can call me when I return or leave a brief message. If this is an emergency I can be reached on my cell, which is [your number].
  4. Hi, this is [your name] of [your business]. I’m currently unable to take your call. Please leave your name, phone number, and a brief message, and I will contact you as soon as possible. Thanks.
  5. You have reached [your business]. All of our sales representatives are busy serving other customers but we would like to return your call as soon as possible. For current pricing information or to check the status of your order, please visit us on the web at [your website]. Otherwise, please leave us a message with your name and number after the tone. If you would like to return to the previous menu, press the [key to main menu].
  6. You have reached [your business]. We are currently closed. Our normal hours of operations are from [hours] [days]. We are closed on [days]. Please leave us a message with your name and number and we will return your call when the office reopens. You may hang up after leaving your message or press the [key] for additional options. Thank you for calling.
  7. You have reached [your business]. All of our representatives are currently busy, but if you leave us a detailed message with your name and number we will return your call in the next two hours. Thank you for calling and have a great day.

7 tips for engaging your customers and prospects with professional voicemail greetings.

  1. Keep professional voicemail greetings brief but useful. Convey whatever information or menu options you want to give callers as succinctly as possible. You might also consider telling callers at the end of your message how they can bypass it in the future. Remember: Your customers and prospects are busy people, too.
  2. Record customized greetings for different times of day. You might have one greeting to play during business hours and another one for after hours. Each could convey different information relevant to the time period.
  3. Give callers the option to get more information. Sometimes, callers simply want to know your operating hours, location, or other information. Giving callers a voicemail menu to get the information they need saves everyone time.
  4. Ask for feedback. Do you have lots of satisfied customers? Give them a voicemail option to record a brief testimonial about why they love your product or service. With their permission, you could use some of the best testimonials in your marketing or advertising, as The Men’s Wearhouse did several years ago. You might also provide a voicemail menu option enabling callers to hear your best testimonials. If nothing else, constructive feedback, whether positive and negative, can help you improve the customer experience.
  5. Use humor (cautiously). If you can make your outgoing message funny in some way, all the better. The humor should be tasteful and in alignment with your brand. And it shouldn’t get in the way of enabling customers and prospects to satisfy the reason for their call. For example, you might provide a voicemail menu option to hear “the joke of the day.
  6. Tell callers about your current promotion. Are you offering a sale on your product or service? Tell callers about the promotion and how they can take advantage of it.
  7. Ask callers to leave detailed messages. To minimize calling back and forth, encourage callers to be as specific as possible about why they’re calling. Also ask them to tell you the best time(s) to receive a call back.

When you are not available to pick up the call of your customer, Voicemail is a savior to receive your customer’s queries or questions. When we talk about voicemail, voicemail Greeting becomes an important part to consider. A voicemail greeting should sound friendly, appreciative of the call, and to the point. The initial greeting should have your company’s name and the department they have called into. Also, include information of when the customers will get a callback and apologise for the unavailability. In business terms, not only will this improve the relationship with your customers even before the discussion, it will make you look professional in their eyes. Ask your customers to leave a message after the voicemail greeting along with their call back number, name and the reason for their call. It helps you prepare better before you call them. You can also give them the opportunity to use other alternatives in case they need an immediate response. Provide them with other modes of communication like number, email, website or a physical address in their vicinity.
Elements of a proper voicemail greeting:

  • Greet your customer
  • Thank them for getting in touch with you.
  • Based on the kind of assistance they require, guide them.
  • Make it crisp and to the point.

  • Here are few examples of Voicemail Greetings:
  • Hey there, you have reached to JKL Inc. Please leave your message after the beep. We will get back to you as earliest as possible. Thank you.
  • Hello, You have reached to Jane from ABC’s marketing department. I would love to get back to you as soon as I’m available. Please leave the message after the beep. Thank you.
  • Hi, This is Monica from XYZ’s finance department. I’m sorry I can’t take the calls right now. Please leave your name and number. I’ll get back to you as soon as time allows me. Thank You.

  • Do keep in mind that the voicemail greeting is your first interaction with your customer. It could break the ice if it is interesting and well designed. The impression you leave on your leads can change the attitude of how they are going to interact with you.

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