If you’ve ever wondered whether or not you’re using the best professional voicemail greetings for your business, wonder no more. We recently sat down with Jerri Owen of On Hold Company and asked her to elaborate on how she helps brands enhance their caller experiences. She narrowed successful caller experiences down to the five best professional voicemail greetings for business today. “Every day, we work with companies across the United States to write and record their professional voicemail greetings,” says Jerri, production manager at On Hold Company of Shreveport, LA. “There is an art to writing professional voicemail greetings that meet the specific needs of businesses,” says Jerri. “Because we do this professionally, we know how to research a company’s needs and write greetings that get results.”
Read below for the five best professional voicemail greetings for business.
#1: Your Main Professional Voicemail Greeting
(Keep in mind, this is the first impression a caller receives.)
This is the initial greeting a caller hears when their call is answered. It can be as simple as a welcoming/informational statement or it can include a directory of your team or departments.
Here are two examples:
“Welcome to Fadaie Insurance Services – providing protection from our family to yours for the last decade! We invite you to visit us at our new location in the heart of Temecula at 27-2-90 Madison Avenue, Suite 100. Our trusted professionals are available Monday through Friday from 9 to 5, or you can live chat with us online at fadaie insurance dot com. Thank you for your call today – a friendly representative will be right with you.”
“Welcome to Absolute Pest Management – proudly serving the Austin area since 1999. For residential services, please press 1. For commercial services, please press 2. As always you can reach the operator by pressing zero at any time.”
Your main professional voicemail greeting is the gateway through which your customers can reach anyone who works in your company. This greeting should guide the caller to a live conversation with one of your team members or either to a personal voicemail greeting or departmental voicemail greeting. The key to keeping callers engaged and on the line is to give them the information they need to reach the next step in order to have their questions answered or speak to a representative.
#2: Your After-Hours Greeting
(People who call you after hours need help too.)
Your after-hours greeting takes over for your main professional voicemail greeting when your business is closed on weekdays or weekends. After-hours greetings explain that the business is closed and that calls will not be returned until the next business day. It often includes the option to leave a voicemail message.
Here are two examples:
“Thank you for your calling Fadaie Insurance Services – your insurance advocate! Our office is currently closed. We invite you to contact us anytime through our website, fadaie insurance dot com. For any claims related issues, please call your respective insurer. We welcome the opportunity to speak to you and ask that leave your name and number so we may return your call. Please note that we cannot honor changes left in a voice mail message.”
“Thank you for calling Absolute Pest Management. We are currently closed. Our normal business hours are 8 to 5 Monday through Friday and Saturday 8:30 to 12:30. Please remain on the line to leave a message and we’ll return your call the next business day.”
For medical offices such as doctors and dentists, or service businesses such as plumbers or locksmiths, it’s important to leave detailed instructions for emergencies including an after-hours phone number.
#3: Your Holiday Voicemail Greeting
(Communicate clearly with callers when your business is open.)
The purpose of a holiday voicemail greeting is to operate much like the after-hours message. This greeting should communicate clearly the dates that your office is closed (and hours if closing early) and the date it will re-open. Greetings should include the option to leave a voicemail message and if appropriate, an after-hours phone number.
Here are two examples:
Your call to Fadaie Insurance Services is appreciated. We are closed in observance of the holiday. Our normal business hours are Monday Friday 9 a-m to 5 p-m, and we invite you to contact us anytime through our website, fadaie insurance dot com. Leave a message and we’ll get back to you next business day.”
“Thank you for calling Absolute Pest Management. The office is currently closed in observance of the holiday. Please remain on the line to leave a message and we’ll return your call the next business day.
#4: Your Inclement Weather Greeting
(Letting people know what’s going on builds confidence.)
If your customers are located in other countries, states or nearby cities, they may be unaware of inclement weather conditions affecting your local area. Using an inclement weather greeting to communicate office closings and to address weather issues specific to your area or business communicates to your customers that you are aware of the situation and responding appropriately. Inclement weather greetings often include the option to leave a voicemail message and may include an emergency phone number as well.
Here is an example:
“Thank you for calling Absolute Pest Management. The office is currently closed because of inclement weather in our area. We apologize for any inconvenience this may cause and will return to normal business hours as conditions allow. Please remain on the line to leave a message.”
#5: Your Personal Voicemail Greeting
(Keep it clear and brief.)
A personal voicemail greeting is specifically for your home telephone or cellphone. The key here is to keep it clear and concise. Callers may care about you, but really don’t want to hear your favorite tune, jokes or anything that will extend the greeting. Identify yourself and get to the point. If you’re not available to take their call, callers just want to leave a message and hang up.
Here’s a script you can model your personal voicemail greeting after.
“Hello. You’ve reached John. I’m not available to take your call right now. Please leave me your name, phone number and a good time to call you back. I’ll get back with you as soon as possible. Thanks and have a great day.”
Bonus Voicemail Greetings
In addition to these best five professional voicemail greetings, here are some other greetings you can use.
Funny Voicemail Greetings
If you or your business has a humorous side to it – or if you want to highlight a fun holiday or occasion, a funny voicemail greeting can do the trick. Just be sure that the voicemail isn’t offensive and is appropriate for your demographic.
Vacation Voicemail Greetings
Going away for a week or two? If so, you should consider using a vacation voicemail greeting to communicate how long you’ll be out of the office or unavailable, leave detailed instructions including email and/or an alternate phone number as well as encourage callers to leave a voicemail. This is especially important if you won’t be checking messages for an extended period of time. You don’t want your customers to feel abandoned or leave them wondering if their message got through. Put a system in place so that your customers are taken care of whether you’re on an airplane or on the beach.
How to Deliver an Excellent Customer Call Experience
So what happens when you DO talk to your customers on the phone? Are you and your team pleased with the results of the call? Are your customers happy with the experience? To learn more about how you and your team can make every call count, see: 7 Key Components of an Excellent Call Experience
On Hold Company is currently offering a combined package of IVR greeting prompts and on hold messages. All packages include the top five professional voicemail greetings. After consulting with clients, Jerri and her team prepare multiple versions of each greeting, offering clients a choice.
For more information about these packages or more information about the top five professional voicemail greetings…