Your voicemail greeting is the first impression you make on someone who misses your call. It can be informative, professional, or even a little bit funny! But with so many options, where do you even begin?
This article covers all about voicemail greetings, exploring everything from what to say to how to say it. We will cover different types of greetings, from brief and professional to personalized and playful.
Get ready to craft a voicemail greeting that’s both informative and reflects your unique personality!
6 Essential elements of a good voicemail greeting
To have your voicemail greeting sound professional, you should include the following elements in your voicemail greeting.
- Greeting: Start with a friendly greeting like “Hello” or “Hi.”
- Identification: Clearly state your name and any relevant information.
- Business: Include your company name and title (if applicable).
- Personal: You can just say your name or add a bit more personality like “This is [your name].”
- Reason for Unavailability (Optional): Briefly explain why you can’t answer the call. Examples include “I’m currently unavailable” or “I’m away from my desk.”
- Call to Action: Instruct the caller on how to leave a message. This includes mentioning what information you’d like them to leave (e.g., name, number, reason for calling).
- Availability (Optional): You can optionally mention when they can expect a return call (e.g., “I’ll return your call as soon as possible”).
- Positive Closing: End with a polite closing like “Thank you for your call” or “Have a great day.”
You should make your voicemail greeting follow below points:
- Short and Sweet: Keep it concise and respectful of the caller’s time. Aim for 20-30 seconds maximum.
- Professionalism: Maintain a professional tone for business greetings.
- Enthusiasm: Speak in a friendly and enthusiastic voice for both business and personal greetings.
- Clarity: Speak clearly and enunciate properly so the caller can understand you.
Different types of voicemail greetings
Here are some of the different types of voicemail greetings you can create:
Professional voicemail greetings
Professional voicemail greetings strike a balance between friendly and informative. They inform callers who you are, why you can’t answer, and when they can expect a response.
Here are some sample professional voicemail greetings.
1. Requesting Email reach-out
| “Hello, this is [Your Name] from [Company Name]. I’m unavailable to answer your call right now, but I’m always happy to connect. If your inquiry is urgent, please leave your name, number, and a brief message. Otherwise, you can also reach me directly at [Your Email Address]. Thanks for your call!” |
This format informs callers they can also reach you via email.
2. Standard voicemail greeting
| “Hi, this is [Your Name]. I’m unable to answer your call right now. Please leave your name, number, and a brief message, and I’ll return your call as soon as possible. Thank you.” |
The message is clear and concise, suitable for most situations. This is a generalized voicemail greeting that can be used for any circumstance.
| “Hi there! Thanks for calling [Your Name] at [Company Name]. I’m currently on the phone discussing some exciting new developments – we just closed a deal worth [amount]! If you’re interested in similar results, please leave your name, number, and a brief message about your needs. I’ll return your call as soon as I’m free.” |
The sample briefly mentions positive sales results and encourages callers to leave a message.
4. When you are busy
| “Thank you for calling [Your Name] at [Company Name]. I’m currently assisting another client, but I’ll be sure to return your call within the hour. In the meantime, please leave your name, number, and a brief message.” |
Informs callers you’re currently unavailable but plan to return their call asap.
5. For sharing alternative contact
| “Thanks for calling [Your Name]. I’m currently in meetings with clients most of the day. However, if your inquiry is time-sensitive, you can reach my colleague, [Colleague Name], at [Colleague Number]. Otherwise, please leave your name, number, and a brief message about what you’d like to discuss, and I’ll get in touch as soon as possible.” |
This format provides contact information for a colleague if the inquiry is time-sensitive.
6. In case of OOO (Out-of-Office)
| “Hello, this is [Your Name]. I’m away from the office on a business trip until [Date]. For urgent matters, please contact [Colleague Name] at [Colleague Number]. Otherwise, leave your name, number, and a brief message, and I’ll return your call when I’m back on [Date].” |
Provides more information about your absence and offers alternative contact options.
7. Parental leave
| “Hi! This is [Your Name]. I’m currently on parental leave and enjoying some precious time with my new arrival. I’ll be checking messages periodically and returning calls on [Date]. In the meantime, please leave your name, number, and a brief message about your inquiry. Thank you for your understanding!” |
8. Structural change/Resignation
| “Hello, this is [Your Name]. Thank you for calling [Company Name] for your sales needs. There have been some recent changes to our sales team. To ensure you’re connected with the most appropriate representative, please leave your name, number, and a brief message about your inquiry. Your call will be directed to the best person to assist you. Thank you!” |
This format informs callers of a change in contact for sales inquiries and provides the replacement’s details.
Short voicemail greetings
Short voicemail greetings are like get straight to the point! Briefly explain your absence and how to reach you. Perfect for busy schedules.
9. General absence
| “Hi, it’s [Your Name]. I can’t answer right now. Leave a message and I’ll get back to you soon.” |
Basic message for any time you’re unavailable.
10. Busy schedule
| “Thanks for calling [Your Name]! Running a bit behind, but I’ll call you back ASAP. Leave a message!” |
Informs callers you’re currently unavailable but plan to return their call.
11. In a meeting
| “In a meeting, [Your Name] here. Leave a message and I’ll catch you later.” |
Briefly mentions you’re in a meeting respecting the caller’s time.
12. Out-of-Office
| “Away from desk until [date]. Checking messages on [date]. Leave a message for a call back.” |
Briefly mentions being out of the office and when you expect to return calls.
13. Follow-up request
| “Hi! I can’t answer right now. For a faster reply, please leave your name, number, and the reason for your call.” |
Encourages callers to leave detailed information for a quicker response.
14. Email option
| “Busy! Leave a message or reach me at [Your Email Address] for non-urgent matters.” |
Provides an alternative contact method (email) for non-urgent inquiries.
Business voicemail greetings
Business voicemail greetings are similar to professional greetings but focus on your role within the company.
15. Project management
| “Hi, this is [Your Name], Project Manager at [Company Name]. I’m currently managing several projects and might miss your call. Please leave your name, number, and a brief message about your project, and I’ll get back to you as soon as possible.” |
This sample briefly mentions being busy with projects and encourages messages.
16. Customer service
| “You’ve reached [Your Name], a Customer Service Representative at [Company Name]. We’re dedicated to providing excellent customer service. If you have a question about your recent purchase, you can visit our online Help Center at [website address] or leave a message with your inquiry, and I’ll return your call as soon as possible.” |
It emphasizes commitment to customer service and offers alternative options.
17. Technical support
| “This is [Your Name] from the Technical Support team at [Company Name]. For immediate assistance, please visit our online troubleshooting guide at [website address]. If you require further support, leave your name, number, and a brief description of the technical issue you’re experiencing, and I’ll get back to you.” |
This sample identifies yourself as technical support and offers options for immediate assistance.
18. Executive assistant
| “Hello, this is [Your Name], Executive Assistant to [Executive Name] at [Company Name]. [Executive Name] is currently unavailable. To connect directly, you can email [Executive Email Address] or leave a message, and I’ll ensure it gets forwarded.” |
Briefly mention you’re assisting an executive and offer alternative contact methods.
19. Marketing department
| “Hi there! This is [Your Name] from the Marketing Department at [Company Name]. We’re currently brainstorming some exciting new campaigns! Leave your name, number, and the reason for your call, and I’ll get back to you as soon as possible.” |
Briefly mentions being involved in marketing initiatives and encourages callers to leave contact details.
20. Meeting client’s
| “Thank you for calling [Your Name] at [Company Name]. I’m currently meeting with clients and might miss your call. For urgent inquiries, please contact [Colleague Name] at [Colleague Number]. Otherwise, leave your name, number, and a brief message about your needs.” |
Informs callers you’re in client meetings and offers alternative contact methods.
21. Training/Development
| “Hello, this is [Your Name]. I’m currently attending a training session and might miss your call. I’ll be back in the office on [Date] and will return your call then. Please leave your name and number.” |
Briefly mentions being unavailable due to training and offers a return timeframe.
22. Working remotely
| “You’ve reached [Your Name] at [Company Name]. I’m currently working remotely but checking messages regularly. I’ll return your call by the end of the business day. Please leave your name, number, and a message.” |
Informs callers you’re working remotely and clarifies response timeframe.
Also Read: 23 Cold Calling Scripts for B2B – Elements & Examples
Funny voicemail greetings
Funny voicemail greetings show off your personality with a lighthearted message. Keep it work-appropriate, though!
| “Hey there! Unfortunately, I’m currently on a quest for [ridiculous task] and might be a little late returning. Leave a message and a riddle for me to solve upon my return…bonus points if it involves [something work-related].” |
Playful message about being unavailable.
24. Busy schedule
| “Greetings, valued caller! Due to a sudden influx of [humorous task], I’m currently juggling flaming chainsaws and taming unruly spreadsheets. Leave a message and I’ll get back to you when the dust settles…or the fire alarm stops ringing.” |
Humorous explanation of a busy schedule.
25. Technology issues
| “Hi! You’ve reached my voicemail, which seems to be working better than my actual phone today. Leave a message and maybe some troubleshooting tips, because apparently, technology hates me. I’ll get back to you as soon as I can wrestle control back from the machines.” |
Self-deprecating humor about technology issues.
26. Team meeting
| “Greetings! I’m currently trapped in a meeting that seems to have taken on a life of its own. Leave a message and maybe a distraction (preferably work-related) to help me escape! I’ll return your call as soon as I’m free (or manage to sneak out unnoticed).” |
Playful explanation about being stuck in a meeting.
27. Vacation mode
| “Greetings! I’m currently out of the office, wrestling alligators (or possibly just lounging by the pool). I’ll be back on [date] and ready to conquer my inbox (or maybe just build sandcastles). Leave a message and I’ll get in touch!” |
Humorous depiction of vacation activities that might not be entirely true.
28. Coffee break
| “Hi! Due to a critical shortage of brain fuel (aka coffee), I’m currently on a vital mission to restock. Leave a message and a detailed description of your favorite coffee bean origin for bonus points. I’ll return your call when I’m properly caffeinated.” |
Lighthearted excuse for a coffee break.
Vacation voicemail greetings
This category lets callers know you’re out of the office and when you’ll be back. Consider offering an alternative contact if urgent.
29. Standard vacation
| “Hi there! I’m currently out of the office enjoying some well-deserved vacation time from [Start Date] to [End Date]. I’ll be checking messages periodically and will return your call on [Date]. In the meantime, please leave your name, number, and a brief message.” |
Informs callers of your vacation dates and offers a return timeframe for messages.
30. Relaxation mode
| “Greetings! I’m currently on vacation, blissfully disconnected from email and spreadsheets (hopefully). I’ll be back in the office, recharged and ready to go, on [Date]. Leave a message and I’ll get in touch then!” |
Lighthearted message about disconnecting and returning refreshed.
31. Partial availability
| “Hi! I’m away on vacation with limited access to email and voicemail. I’ll be back in the office on [Date]. For urgent matters, please contact [Colleague Name] at [Colleague Number]. Otherwise, leave your name, number, and a message, and I’ll get in touch when I return.” |
Informs callers you might have limited access to messages and offers an alternative contact for urgent matters.
32. Adventure vacation
| “Greetings, explorers! I’m currently on an epic adventure (think: [mention a fun activity] without the pesky emails). I’ll be checking messages occasionally and will return your call on [Date]. Leave a message and maybe a travel tip for my next adventure!” |
Playful message about being on an adventure and checking messages sporadically.
33. Family time
| “Hi there! I’m currently enjoying some quality time with my family and might be a little slow to respond. I’ll be back in the office on [Date] and will return your call then. Leave your name, number, and a message, and I’ll connect with you as soon as possible.” |
Informs callers you’re focusing on family time and will check messages upon return.
Departmental voicemail greetings
Identify the department and provide options for reaching specific team members.
34. Busy department
| “You’ve reached the [Department Name] department at [Company Name]. We’re currently experiencing a high volume of calls. To leave a message for the team, press 1. To reach [Team Member 1] directly, press 2. For [Team Member 2], press 3.” |
Informs callers the department is busy and offers options for leaving a message or reaching specific team members.
35. Limited hours
| “Hello, you’ve reached the [Department Name] department at [Company Name]. Our department hours are Monday through Friday, 9:00 am to 5:00 pm. To leave a message for the team, press 1. To reach [Team Member 1] during business hours, press 2.” |
Informs callers of department hours and offers options for leaving a message or reaching specific team members during those times.
36. Team Out of Office
| “The [Department Name] department is currently unavailable. We will be back in the office on [Date]. In the meantime, for urgent matters, please contact [Alternative Department Name] at [Number]. Otherwise, please leave a message and we’ll return your call as soon as possible.” |
Informs callers the department is temporarily unavailable and offers alternative contact methods.
37. Department restructuring
| “Thank you for calling the [Department Name] department at [Company Name]. Due to recent changes, our team structure has been updated. For inquiries regarding [Area 1], please press 1. For [Area 2], press 2. A representative will be happy to assist you.” |
Informs callers of recent departmental changes and offers options for reaching the appropriate team member.
Tips for writing voicemail greetings
Some helpful tips for writing effective voicemail greetings.
Voicemail greeting content
Start with a friendly greeting- “Hello,” “Hi,” or “Thanks for calling” are all good options.
Identify yourself clearly- State your name and any relevant information.
- Business: Include your company name and title (if applicable).
- Personal: You can just say your name or add a touch of personality.
Explain your absence (optional)- Briefly mention why you can’t answer the call. Examples include “I’m currently unavailable” or “I’m away from my desk.”
Give clear instructions- Tell the caller what to do next. This includes what information you’d like them to leave (e.g., name, number, reason for calling).
Set expectations (optional)- Briefly mention when they can expect a return call (e.g., “I’ll return your call as soon as possible”).
End on a positive note- Thank the caller for their message and wish them a good day.
Voicemail greeting delivery
Professionalism- Maintain a professional tone for business greetings. Speak clearly and enunciate properly.
Enthusiasm- Speak in a friendly and enthusiastic voice for both business and personal greetings. A positive tone makes you seem more approachable.
Smile while recording- It might sound silly, but smiling can actually make your voice sound friendlier and more welcoming.
Avoid background noise- Find a quiet place to record your greeting and avoid background noise like music or traffic.
Conclusion
In conclusion, while keeping your voicemail greeting concise and informative is key, there are other factors to consider for a well-rounded experience.
- Security measures like passcodes can protect sensitive information.
- Transcription services can boost accessibility and message review efficiency.
- Recordings in multiple languages can bridge communication gaps for international callers.
- Legal disclaimers might be necessary in specific professions.
- Call forwarding ensures you don’t miss important calls while unavailable. For even greater flexibility, some voicemail systems allow customization based on the time of day or your current status.
By incorporating these elements, you can craft a voicemail greeting that is both professional and effective.
Frequently Asked Questions (FAQs)
What is a voicemail greeting?
A voicemail greeting is a short message that callers hear when they reach your voicemail instead of speaking to you directly. It serves two main purposes:
- Informs the caller you’re unavailable: It lets them know you can’t answer their call at that moment.
- Instructs the caller how to leave a message: It tells them what to do next, such as leaving their name, number, and the reason for their call.
How long should a voicemail greeting be?
Aim for 20-30 seconds maximum. Callers don’t want to listen to a long message.
What are some tips for writing a voicemail greeting?
- Keep it concise and to the point.
- Speak in a professional and friendly tone.
- Speak clearly and enunciate properly.
- Avoid background noise.
How to delete voicemail greeting?
Deleting your voicemail greeting usually involves replacing it with a new one. Most voicemail systems allow recording a new message directly through the phone’s dial pad or voicemail settings app. Check your phone’s manual or carrier’s website for specific instructions.
How to change voicemail greeting?
The process to change your voicemail greeting is similar to deleting it. Look for options in your phone settings or voicemail menu to record a new greeting. You can overwrite your existing greeting or some systems might offer multiple greetings for different situations.
What to say in voicemail greeting?
Keep it short and informative! Start with a friendly greeting and identify yourself. Briefly mention why you’re unavailable (optional). Then, instruct callers to leave their name, number, and reason for calling. End with a thank you and positive closing. Aim for 20-30 seconds to keep callers engaged.
