{"id":3973,"date":"2023-10-03T03:51:12","date_gmt":"2023-10-03T03:51:12","guid":{"rendered":"https:\/\/ownrblog-preprod.go-vip.net\/?p=3973"},"modified":"2023-12-07T13:17:22","modified_gmt":"2023-12-07T13:17:22","slug":"create-voicemail-greeting-business","status":"publish","type":"post","link":"https:\/\/www.ownr.co\/blog\/create-voicemail-greeting-business\/","title":{"rendered":"How to Create Business Voicemail Greetings"},"content":{"rendered":"

As a small business, it\u2019s important to find ways to keep your customers engaged, even when you aren\u2019t able to answer the phone. Though social media marketing<\/a><\/span> and e-commerce business models<\/span><\/a> are becoming more prominent, connecting to customers by phone is still a tried and true staple of the business world. Your voicemail greeting is an opportunity for you to engage with your customers, an important touchpoint no small business should neglect.<\/p>\n

Maybe your business already has a voicemail greeting, but you\u2019ve found it confuses your customers. Or perhaps you\u2019re simply not sure how to create a voicemail message for your business that is informative, effective, and represents your business well. We\u2019ll walk you through the process of creating a business voicemail greeting that leaves the right impression on your customers.<\/p>\n

What is a voicemail greeting?<\/h2>\n

A<\/span> voic<\/span>email<\/span> greeting<\/span> is<\/span> a<\/span> recorded<\/span> message<\/span> that<\/span> call<\/span>ers<\/span> hear<\/span> when<\/span> they<\/span> call<\/span> a<\/span> business<\/span>.<\/span> It<\/span> is<\/span> typically<\/span> used<\/span> to<\/span> inform<\/span> the<\/span> caller<\/span> that<\/span> the<\/span> business<\/span> is<\/span> not<\/span> available <\/span>to<\/span> take<\/span> their<\/span> call<\/span> and<\/span> provide<\/span> instructions<\/span> on<\/span> how<\/span> to<\/span> leave<\/span> a<\/span> message<\/span>.<\/span><\/p>\n

Why is a professional voicemail greeting important?<\/h2>\n

Vo<\/span>ic<\/span>email<\/span> greet<\/span>ings<\/span> are<\/span> an<\/span> important<\/span> part<\/span> of<\/span> any<\/span> business<\/span>\u2019<\/span>s<\/span> customer<\/span> service<\/span> strategy<\/span> and<\/span> can<\/span> be<\/span> used<\/span> to<\/span> provide<\/span> helpful<\/span> information<\/span> or<\/span> a<\/span> professional<\/span> impression<\/span>.<\/span> Some<\/span> businesses<\/span> may<\/span> also<\/span> use<\/span> voic<\/span>email<\/span> greet<\/span>ings<\/span> to<\/span> provide<\/span> automated<\/span> customer<\/span> service<\/span> options<\/span> and<\/span> instructions or a temporarily closed message<\/a><\/span>.<\/span> By<\/span> providing<\/span> a<\/span> professional<\/span> and<\/span> informative<\/span> voic<\/span>email<\/span> greeting<\/span>,<\/span> businesses<\/span> can<\/span> ensure<\/span> that<\/span> their<\/span> customers<\/span> are<\/span> well<\/span> taken<\/span> care<\/span> of<\/span> and<\/span> that<\/span> their<\/span> calls<\/span> are<\/span> handled<\/span> efficiently<\/span>.<\/span><\/p>\n

Steps to create a professional voicemail greeting for a small business<\/h2>\n

Creating<\/span> a<\/span> professional<\/span> voic<\/span>email<\/span> greeting<\/span> is<\/span> an<\/span> important<\/span> part<\/span> of<\/span> any<\/span> business<\/span>\u2019<\/span>s<\/span> customer<\/span> service<\/span> strategy<\/span>.<\/span> Here<\/span> are<\/span> the<\/span> steps<\/span> to<\/span> creating<\/span> a<\/span> professional<\/span> voic<\/span>email<\/span> greeting<\/span>:<\/span><\/p>\n

    \n
  1. Choose a Greet<\/strong>ing<\/strong>: <\/span>First<\/span>,<\/span> decide<\/span> what<\/span> type<\/span> of<\/span> greeting<\/span> you<\/span> would<\/span> like<\/span> your<\/span> customers<\/span> to<\/span> hear<\/span>.<\/span> Some<\/span> common<\/span> options<\/span> include<\/span> a<\/span> standard<\/span> \u201c<\/span>Thank<\/span> you<\/span> for<\/span> calling<\/span>\u201d<\/span> message<\/span>,<\/span> a<\/span> more<\/span> personalized<\/span> greeting<\/span>,<\/span> or<\/span> a<\/span> message<\/span> with<\/span> specific<\/span> instructions<\/span>. We share tips for creating a voicemail greeting script with examples below.<\/span><\/li>\n
  2. Decide Who Will Record the Greeting:<\/strong> You<\/span> may<\/span> choose<\/span> to<\/span> have<\/span> a<\/span> staff<\/span> member<\/span> record<\/span> the<\/span> greeting<\/span>,<\/span> or<\/span> you<\/span> may<\/span> opt<\/span> to<\/span> use<\/span> an<\/span> automated<\/span> system<\/span> that<\/span> allows<\/span> you<\/span> to<\/span> record<\/span> a<\/span> message<\/span> from<\/span> your<\/span> own<\/span> computer<\/span>.<\/span><\/li>\n
  3. Record the Greeting:<\/strong> Once<\/span> you<\/span>\u2019<\/span>ve<\/span> decided<\/span> who<\/span> will<\/span> record<\/span> the<\/span> greeting<\/span>,<\/span> use<\/span> the<\/span> appropriate<\/span> software<\/span> or<\/span> equipment<\/span> to<\/span> record<\/span> the<\/span> message<\/span>.<\/span> Make<\/span> sure<\/span> to<\/span> speak<\/span> clearly<\/span> and<\/span> en<\/span>unci<\/span>ate<\/span> your<\/span> words<\/span>.<\/span><\/li>\n
  4. Make any Necessary Edits:<\/strong> After<\/span> recording<\/span> the<\/span> message<\/span>,<\/span> listen<\/span> back<\/span> to<\/span> ensure<\/span> that<\/span> the<\/span> message<\/span> is<\/span> clear<\/span> and<\/span> professional<\/span>.<\/span> Make<\/span> any<\/span> necessary<\/span> edits<\/span> before<\/span> moving<\/span> on<\/span> to<\/span> the<\/span> next<\/span> step<\/span>.<\/span><\/li>\n
  5. Upload or Save the Greeting:<\/strong> Once<\/span> you<\/span>\u2019<\/span>ve<\/span> recorded<\/span> and<\/span> edited<\/span> the<\/span> message<\/span>,<\/span> upload or save<\/span>\u00a0the<\/span> greeting<\/span> to<\/span> your<\/span> voic<\/span>email<\/span> system<\/span>.<\/span> Your<\/span> customers<\/span> will<\/span> now<\/span> hear<\/span> this<\/span> professional<\/span> greeting<\/span> when<\/span> they<\/span> call<\/span> your<\/span> business<\/span>.<\/span><\/li>\n<\/ol>\n

    5 tips for creating a professional business voicemail greeting<\/h2>\n

    1. Use a friendly, inviting tone in the voicemail greeting<\/h3>\n

    Remember that your voicemail greeting is a tool for customer engagement and service. Apply the same tone and approach to the voicemail greeting that you would use when you chat with a potential customer in your store or shop.<\/p>\n

    Avoid a generic, bland greeting like, \u201cThis is [name], and you\u2019ve reached [business name]. Leave a message.\u201d Instead, give the message a more welcoming tone. For example, you might start with \u201cHello\u201d or \u201cHi, there.\u201d<\/p>\n

    You can then thank the customer for calling, similar to how you might show appreciation for a customer who visits your store, such as, \u201cHello, thank you so much for calling [business name]. I\u2019m away from the phone right now, but please leave a message, and I will call you back as soon as I can.\u201d<\/p>\n

    You can also add a line to show your appreciation and your commitment to customer service, such as, \u201cYour call is valued, so do leave your name and number, and I will get back to you as soon as possible.\u201d<\/p>\n

    2. Keep the voicemail message informative and concise<\/h3>\n

    Make it easy for customers to leave a message, as you don\u2019t want to risk them hanging up due to an overly long or complicated greeting. Your business voicemail message should not be longer than 20-30 seconds long, and the shorter, the better. Provide just enough information, with a friendly tone, for your customers, so they\u2019re encouraged to leave you a message.<\/p>\n

    Include contact options in the greeting<\/h4>\n

    If you have a different number or extension for emergencies, or immediate requests, you might mention this in your voicemail message. For example, you might say, \u201cFor immediate requests, please dial \u20180\u2019 to reach our head office\u201d or \u201cIf you need immediate support, please contact my assistant at [number].\u201d<\/p>\n

    You could also include your business\u2019 website or email. For example, you could say, \u201cFind us online at [business website]\u201d or \u201cI can be reached by email at [email address].\u201d However, only include this option if you are sure it will be of help to your customers. The last thing you want to do in a voicemail message is lead your customers to a dead end.<\/p>\n

    Use a hold or call back option<\/h4>\n

    If you can set a hold feature on your voicemail, make sure you let customers know they can access this option. For example, your message might say. \u201cI\u2019m currently assisting another customer, but if you\u2019d like to remain on hold, press \u20180\u2019.\u201d This might be a good option if you tend to get a lot of phone calls from customers at once, and you have limited hours when you can answer the phone.<\/p>\n

    Some voicemail services also allow you to set a call-back number option, where a customer can input their number directly to make it easier for you to call them back. You may note in your voicemail message, \u201cTo leave a call back number, please press \u20181\u2019.\u201d Customers often respond well to this option, as it ensures you receive their number and can call them back easily.<\/p>\n

    3. Sign off on a positive note in the voicemail message<\/h3>\n

    Wrap up the voicemail greeting with a sign off that is reassuring and ends the message on a high note. For example, you might end the greeting with, \u201cHope you have a wonderful day,\u201d \u201cWe look forward to connecting with you,\u201d or \u201cThank you for your call and speak to you soon.\u201d<\/p>\n

    Your complete voicemail message may sound like, \u201cHello, thank you for calling [business name]. I\u2019m away from the phone right now, but please leave your name and number, and I will get back to you as soon as possible. Thanks and speak to you soon.\u201d<\/p>\n

    4. Practice before you record the voicemail greeting<\/h3>\n

    Write down the voicemail greeting in full and practice it out loud a few times before you press record. You might also ask an employee or co-worker to review the message to get their feedback and make sure it is striking the right chord.<\/p>\n

    Most voicemail message services allow you to record the greeting and play it back to confirm it suits your needs and sounds good. You may need to record the greeting a few times to get the right tone and ensure it is as concise and informative as possible.<\/p>\n

    5. Test your voicemail message<\/h3>\n

    Call your business phone and let it go to voicemail so you can listen to the greeting, just like a customer would. Confirm that it works correctly so you can avoid any technical issues or lost messages from customers.<\/p>\n

    Small business voicemail greeting examples<\/h2>\n

    You might be asking yourself, “what is a good voicemail greeting for a business?”. Here are 6 short and professional voicemail greeting templates that you can use to get started:<\/p>\n

    1. Sample business voicemail greeting script<\/h3>\n

    Thank<\/span> you<\/span> for<\/span> calling<\/span> [<\/span>Business<\/span> Name<\/span>].<\/span><\/p>\n

    We<\/span>‘re<\/span> not<\/span> able<\/span> to<\/span> answer<\/span> right<\/span> now<\/span>,<\/span> but<\/span> please<\/span> leave<\/span> a<\/span> message<\/span> and<\/span> we<\/span>‘ll<\/span> get<\/span> back<\/span> to<\/span> you<\/span> shortly<\/span>.<\/span> For<\/span> other<\/span> inquiries<\/span>,<\/span> please<\/span> visit<\/span> our<\/span> website<\/span> at<\/span> [<\/span>we<\/span>bsite<\/span> address<\/span>]<\/span> or<\/span> contact<\/span> us<\/span> at<\/span> [<\/span>phone<\/span> number<\/span>].<\/span><\/p>\n

    Have<\/span> a<\/span> great<\/span> day<\/span>!<\/span><\/p><\/blockquote>\n

    2. Sample business voicemail greeting script with urgent contact info<\/h3>\n

    Hello, you’ve reached [Business Name], your go-to for [business services].<\/p>\n

    Please leave us a message and we’ll get back to you as soon as possible. If you need immediate assistance, you can also reach us at [phone number].<\/p>\n

    Have a great day and thank you for calling!<\/p><\/blockquote>\n

    3. Sample call center voicemail greeting script<\/h3>\n

    Hello, this is [business name].<\/p>\n

    Please leave a message after the tone and we’ll get back to you as soon as possible. For general inquiries, press 1. For sales inquiries, press 2. To reach customer service, press 3. For all other inquiries, please leave a message and we\u2019ll get back to you shortly.<\/p>\n

    Thank you for calling! Have a wonderful day.<\/p><\/blockquote>\n

    4. Sample formal business voicemail greeting script with extension info<\/h3>\n

    Good morning, you have reached [Business Name]. Our office hours are [business hours].<\/p>\n

    If you know your party\u2019s extension, you may dial it at any time. To speak to a representative, please press 0.<\/p>\n

    Thank you for calling [Business Name]. Have a great day!<\/p><\/blockquote>\n

    5. Sample leave-a-message business voicemail script<\/h3>\n

    Hi<\/span>,<\/span> you<\/span>‘ve<\/span> reached<\/span> [<\/span>Business<\/span> Name<\/span>].<\/span><\/p>\n

    We<\/span>‘re<\/span> currently<\/span> unavailable<\/span>,<\/span> however<\/span> please<\/span> leave<\/span> a<\/span> message<\/span> and<\/span> we<\/span>‘ll<\/span> get<\/span> back<\/span> to<\/span> you<\/span> as<\/span> soon<\/span> as<\/span> possible<\/span>.<\/span> You<\/span> can<\/span> also<\/span> contact<\/span> us<\/span> at<\/span> [<\/span>phone<\/span> number<\/span>]<\/span> or<\/span> email<\/span> us<\/span> at<\/span> [<\/span>email<\/span> address<\/span>].<\/span><\/p>\n

    We<\/span> look<\/span> forward<\/span> to<\/span> hearing<\/span> from<\/span> you<\/span>!<\/span><\/p><\/blockquote>\n

    6. Sample short business voicemail greeting script<\/h3>\n

    Welcome<\/span> to<\/span> [<\/span>Business<\/span> Name<\/span>].<\/span><\/p>\n

    We<\/span>‘re<\/span> not<\/span> available<\/span> to<\/span> take<\/span> your<\/span> call<\/span> right<\/span> now<\/span>,<\/span> but<\/span> please<\/span> leave<\/span> a<\/span> message<\/span> and<\/span> we<\/span>‘ll<\/span> get<\/span> back<\/span> to<\/span> you<\/span> soon<\/span>.<\/span><\/p>\n

    Thank<\/span> you<\/span> for<\/span> calling<\/span> and<\/span> have<\/span> a<\/span> great<\/span> day<\/span>!<\/span><\/p><\/blockquote>\n

    Don’t forget to respond promptly to your business voicemail<\/h2>\n

    Once you have a voicemail greeting you\u2019re happy with and feel customers will respond well to, don\u2019t let your voicemail messages pile up. Be responsive to your customers and try to get back to them within 2-4 business days. Following up promptly will ensure your customers stay engaged with your business and receive excellent customer service. It can also boost your business sales and help you retain your customers, so they\u2019ll be sure to call you again.<\/p>\n

    Use a professional business voicemail greeting to stand out!<\/h2>\n

    Though larger corporations and businesses are moving away from voicemail greetings, especially as much of their customer service is online or through social media, this doesn\u2019t mean small businesses should follow suit. In fact, your customers will appreciate the high-touch service you can provide through an engaging voicemail greeting. You can stand out among your competitors and have a friendly, human voice for customers to connect with.<\/p>\n

    Your business voicemail greeting is also your opportunity to gain and retain customers. Every voicemail message you receive is a lead that could result in a sale, or a repeat customer. Your voicemail greeting can help to increase your sales, and maintain a positive relationship with your customers.<\/p>\n","protected":false},"excerpt":{"rendered":"

    Need a voicemail greeting for your business, but not sure where to begin? We\u2019ll walk you through the steps to creating an effective business voicemail message.<\/p>\n","protected":false},"author":5,"featured_media":3991,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[990],"tags":[163,188,211,241],"class_list":["post-3973","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-productivity","tag-business-management","tag-business-voicemail-greeting","tag-communication","tag-customer-support"],"acf":[],"yoast_head":"\nHow to Create Business Voicemail Greetings | Ownr Blog<\/title>\n<meta name=\"description\" content=\"Need a voicemail greeting for your business, but not sure where to begin? 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