Ever been fooled by a friend’s voicemail that pretends to answer the phone? “Hello?… Can’t hear you… Gotcha!” Funny, sure — but probably not the best move for your business. In this article, we’ll show you how to create a polished voicemail greeting that encourages callers to leave a message.
Below are 32 professional voicemail greeting examples to get you started. They cover everything from specific departments to out-of-office messages.
We’ll also provide an easy way for you to record your voicemail greetings. If you prefer not to record yourself speaking, we’ll show you how to download a custom voicemail greeting.
What is a professional voicemail greeting?
A voicemail greeting is a recorded message that represents you or your company when you can’t answer a call. A good business voicemail greeting should be professional yet personal. It lets callers know who they’ve reached and what they can expect next. Keep it brief but include enough detail so they’re not left with questions.
8 tips for recording a professional voicemail greeting
Here are a few tips to ensure your greeting sounds professional and encourages callers to leave a message.
- Use a clear and professional tone. Speak slowly and confidently with a warm, professional tone. Smiling while you record can also help your voice seem more welcoming. Avoid sounding rushed, overly casual, or robotic.
- Plan your script. Write your voicemail greeting beforehand to make sure it’s concise and you remember important points. Also be sure to avoid jargon that may confuse callers.
- Practice. Read through your script a few times to smooth out the flow and sound natural.
- Include key information. Provide important details, like your name, company name, and alternate contact methods.
- Limit background noise. Record in a quiet environment free from background noise so callers can hear your message.
- Promise a return call. Reassure callers that their message is important and you’ll get back to them promptly. If possible, say when and how you’ll follow up.
- Record and review. Once recorded, play it back to make sure it’s free of mistakes.
- Update when necessary. Regularly update your voicemail to reflect current availability, seasonal changes, or new roles. An outdated voicemail can confuse or frustrate callers.
32 professional voicemail greeting examples
Here’s our list of professional voicemail greetings for you to choose from.
Short voicemail greetings
Short voicemail greetings are a great way to give a concise message while ensuring callers get the key information they need. Whether your customers want to schedule a callback or need urgent assistance, these short messages will guide them on how to get help.
1. Basic voicemail greeting: Hi! Thanks for calling [your name] at [company name]. We’re sorry we can’t take your call right now. Please leave a brief message, and we’ll get back to you within [timeframe]. Have a good day!
Copy to Clipboard2. Schedule a callback voicemail greeting: You’ve reached [company name]. We can’t take your call right now, but let us call you back! Please leave us your name, number, the reason for your call, and the best time to call back. Talk to you soon.
Copy to Clipboard3. Follow-up by email voicemail greeting: Hi, you’ve reached [your name] at [company name]. If you need a quick response, please email me at [email address], and I’ll get back to you first thing tomorrow. If it’s not urgent, please leave me a message with your name and number. Have a great day.
Copy to Clipboard4. After-hours contact voicemail greeting: Hi there! You’ve reached [your name] at [company name]. Our team is currently unavailable, as it’s outside our business hours. We’ll return your call as soon as possible. If it’s urgent, please send an email to [email address] or text us at [phone number]. Thanks for reaching out, and we’ll talk to you soon!
Copy to Clipboard5. Temporary closure voicemail greeting: Hello, you’ve reached [your name] at [company name]. We’re currently closed due to [reason for closure]. Please leave us a message with your name and number, and we’ll get back to you as soon as we reopen. For urgent matters, you can reach us at [alternate contact method]. Thank you!
Copy to ClipboardCustomer service voicemail greetings
When it comes to customer service, your voicemail greetings need to do two things. They should reassure callers that their concerns matter and provide them with clear next steps. Here are a few detailed message phone message templates for you:
6. Standard customer service voicemail greeting: Hello, you’ve reached the Customer Support Department at [company name]. We’re unable to take your call at the moment. We know your time is valuable, so instead of placing you on hold, let us call you back! Please leave your name, a phone number, the reason for your call, and two convenient times to receive a callback. If this is an emergency, please reach out to [alternate phone number]. Thank you!
Copy to Clipboard7. Technical support rep voicemail greeting: Hi, you’ve reached [your name] with the Technical Support Team at [company name]. I’m sorry I missed your call. If you’re experiencing a technical issue, please leave your name, contact number, and a brief description of the problem, and I’ll get back to you as soon as I can.
For urgent technical assistance, our support team is available at [support email or phone number]. Thank you for calling.
8. Customer service follow-up voicemail greeting: Hi, you’ve reached the customer service team at [company name]. We’re unable to take your call right now. If you’re following up on a previous request, please leave your name, phone number, and any reference details you have. We’ll review your message and get back to you as soon as possible. Thank you.
Copy to Clipboard9. Account or service issue voicemail greeting: Hello, you’ve reached [company name] customer service. We’re currently unavailable. If you’re calling about an account or service issue, please leave your name, number, and a brief description of what’s going on. A team member will follow up to help resolve it.
Copy to Clipboard10. High-volume customer service voicemail greeting: Thank you for calling [company name]. Our customer service team is currently assisting other callers. Please leave your name, phone number, and the reason for your call, and we’ll return your call as soon as possible. We appreciate your patience.
Copy to ClipboardOut-of-office voicemail greeting examples
A good out-of-office voicemail greeting will let callers know you’re away. Let’s take a look at three:
11. Out-of-office product launch voicemail greeting: Thanks for calling [first name] at [company name]. I’m currently out of the office and will return on [date]. If you’re calling because you’ve heard about our new [new product, deal, or offer], please leave us your name, number, and the best time to call, and we’ll follow up and answer any questions you may have. We look forward to speaking with you and updating you on what’s new with [company name]. Have a great day!
Copy to Clipboard12. Outcome-focused out-of-office voicemail greeting: Hi, this is [your name] from [company name]. I’m out of the office right now and will return on [date]. I understand your time is valuable, and I’m here to help you achieve what you need. Whether it’s [specific solutions, e.g., ‘streamlining your operations,’ ‘resolving an issue,’ or ‘growing your business’]. Please leave your name, a brief message about what you’re working on, and the best time to reach you. I’ll get back to you when I return. If it’s urgent, you can reach us at [alternate phone number]. Thank you for trusting [company name] to support your business!
Copy to Clipboard13. Addressing their pain point while you’re out of the office voicemail greeting: Hi, this is [your name] at [company name]. The team is currently out of the office until [date]. We understand how frustrating [specific pain points of your customer’s experience, e.g., ‘waiting for answers,’ ‘navigating complex services,’ or ‘getting the support you need’] can be. Please leave your name, a brief message about your need, and the best way to contact you. We’ll get back to you as soon as we’re open to ensure everything is taken care of. Thank you for trusting [business name]. If it’s urgent, please contact us at [alternate contact information].
Copy to ClipboardSeasonal and holiday voicemail greeting examples
Holiday hours can be tricky for your customers to navigate, but with customized voicemail greetings, they don’t have to be. Whether you’re away for a long weekend or unplugging for the holidays, here are voicemail greeting samples you can use:
14. Company shutdown voicemail greeting: Hello, and thank you for calling [your name] at [company name]. We’re closed for our annual holiday leave from [start date] to [end date]. During this period, team members will be available for limited hours. Please listen carefully to the following changes. From [specific date] to [specific date], our team will be available from [specific hours].
We’ll resume our regular business hours on [reopening date]. For urgent matters, please send an email to [name] at [emergency contact email], and we’ll do our best to respond in a timely manner. We wish you a wonderful holiday season and look forward to serving you when we return. Thank you!
15. Long weekend voicemail greeting: Thank you for calling [name] at [company name]. Our office is closed in observance of the long weekend from [start date] to [end date]. We’ll return to the office and resume regular business hours on [next business day]. If your matter is urgent, please email us at [contact email], and we’ll get back to you as soon as possible. We hope you have a safe and enjoyable weekend!
Copy to Clipboard16. One-day holiday voicemail greeting: Hi, and thank you for calling [your name] at [company name]. We’re currently closed for [holiday name] and aren’t available to answer calls today, [date]. We’ll return to normal business hours on [next business day]. If you need immediate assistance, please leave a message or send an email to [contact email], and we’ll get back to you as soon as we return to the office. Thank you for reaching out to us, and we hope you have a wonderful [holiday name].
Copy to Clipboard17. Detailed winter holiday voicemail greeting: Happy holidays! Thanks for calling [name] at [company name]. Our hours are a little different during the winter holiday season. Please listen to the following changes: Customer Support is available on [specific dates] from [specific times]. In case of an emergency, please leave a message, and we’ll get back to you as soon as possible. You can also reach out via email to [support email]. Thanks for using [company name], and enjoy your holiday season!
Copy to Clipboard18. Simple holiday voicemail greeting: Happy holidays! You’ve reached [your name] at [company name]. Our office is closed for the holiday season and will reopen on [date]. For immediate assistance, please contact [alternate contact information]. Otherwise, leave your name, number, and a brief message, and we’ll get back to you as soon as we’re back in the office. Wishing you a wonderful holiday season!
Copy to ClipboardHumorous voicemail greetings
These voicemail greetings add a light touch of humor without sounding unprofessional. They work well for businesses that want to sound approachable while still setting clear expectations.
19. Lighthearted voicemail greeting: Hi there! You’ve reached [your name] at [company name]. I stepped away for one minute, and, of course, that’s when you called! Please leave your name, number, and a quick message, and I’ll get back to you as soon as I can. If it’s something urgent, no worries! Someone on our team is better at timing than I am and can help at [support email or phone number]. Thanks so much for calling, and I can’t wait to chat with you soon!
Copy to Clipboard20. Polished but funny voicemail greeting: Hello, you’ve reached [your name] at [business name]. I’m unavailable to take your call, which is unfortunate for both of us. To help me assist you better, please share your name, the reason for your call, and the best time to reach you. I’ll return your call as soon as possible. If it’s urgent, our team is here to help at [alternate contact information]. Thank you for choosing [business name] — we appreciate your trust in us.
Copy to Clipboard21. Playful voicemail greeting: Hi, you’ve reached [your name] at [company name]. I’m currently unavailable — either because I’m on an important call, chasing a cup of coffee, or finally learning how to use ChatGPT. Please leave your name, number, and reason for calling, and I’ll get back to you as soon as I’ve finished my adventures. Thanks for calling!
Copy to ClipboardBusiness inquiry voicemail messages
Voicemail greetings for business inquiries are a great way to keep callers engaged and make sure they get the key information they need. Here are four templates to choose from for your work phone number:
22. General inquiry voicemail greeting: Hi, this is [your name] at [company name]. I’m currently unavailable, but please leave your name, number, and a brief message, and I’ll call you back at [date/time]. For immediate help, call [alternate contact information]. Thank you!
Copy to Clipboard23. Product information request voicemail greeting: Hi, this is [your name] at [company name]. I’m currently unavailable, but please leave your name, number, and the product you’re interested in, or email us at [email address] for more information. I’ll get back to you as soon as possible.
Copy to Clipboard24. Job application inquiry voicemail greeting: Hi, this is [your name] at [company name]. I’m unavailable but will return your call by [specific date/time]. If your inquiry about a job application is urgent, please email [email address] or call [alternate contact number]. Otherwise, leave your name, contact information, and a brief message. Thank you!
Copy to Clipboard25. Partnership or collaboration inquiries voicemail greeting: Hi, this is [your name] at [company name]. I’m unavailable, but will respond to partnership or collaboration inquiries by [specific date/time]. Please leave your name, company, and details, or email me at [email address]. For urgent matters, call [alternate contact number]. Thank you!
Copy to Clipboard26. After office hours business voicemail greeting: Hi, this is [your name]. Thank you for calling [company name]. You’ve reached us after business hours. Our office closes at [time] EST and reopens at [time] EST. Please leave your name, number, and a brief message, and we’ll get back to you during the next business day. If you need immediate assistance, please contact [alternate contact information]. Thank you.
Copy to ClipboardDepartment or team voicemail greetings
Department or team voicemail greetings help callers know they’ve reached the right place and what to do next. They’re useful when your business handles sales, support, or other requests from different phone numbers. Plus, they help prevent messages from being left with the wrong person.
27. Billing voicemail greeting: Thanks for calling [company name]. You’ve reached our billing team. We’re unable to take your call right now. Please leave your name, number, and details about your invoice, payment issue, or charge, and we’ll follow up.
Copy to Clipboard28. Sales or support team voicemail greeting: Hi, you’ve reached the [team name] at [company name]. We’re closed right now. Please leave your name, account number, and whether you’re calling about [a ticket or a new issue you need help with], and we’ll get back to you.
Copy to ClipboardJob change or position transition greetings
When someone changes roles or leaves the company, voicemail can get confusing fast. This kind of voicemail greeting helps you set expectations and points callers in the right direction.
29. Role transition voicemail greeting: Thank you for calling [company name]. [Name] has moved into a new role. Please contact [new hire’s name], who has taken over this role, at [alternate contact information] for assistance.
Copy to Clipboard30. Employee departure voicemail greeting: You’ve reached [company name]. [Name] is no longer with the company. For help, please contact [department or person] at [alternate contact information]. Thank you.
Copy to ClipboardAppointment cancellation specific greetings
Missed or last-minute cancellations can throw off your day. These voicemail greetings make it clear how to cancel or reschedule, so you don’t have to chase down details later.
31. Appointment cancellation voicemail greeting: Thank you for calling [company name]. If you’re calling to cancel or reschedule an appointment, please leave your name, appointment date and time, and a callback number. Our team will follow up to confirm the change.
Copy to Clipboard32. Same-day appointment cancellation voicemail greeting: Hi, you’ve reached [company name]. If you’re calling to cancel today’s appointment, please leave your name, appointment time, and the best number to reach you. Please note that same-day cancellations may be subject to a fee [percentage]. We’ll follow up as soon as possible. Thank you.
Copy to ClipboardQuo’s business voicemail greeting generator lets you create high-quality professional voicemail recordings. Create as many voicemails as you need to provide a good customer experience — no Quo account required.
What are the benefits of using custom professional voicemail greetings?
Custom voicemail greetings remain an important touchpoint for your customers’ experience. Here’s why they matter:
1. Make a good first impression. Voicemail greetings can be a potential customer’s first interaction with your business. A professional greeting gives them a positive impression, adds a personal touch, and shows them you care.
2. Address customer needs faster. Use customized voicemails to route customers to the right rep or direct them to self-serve resources like your help center. Customers won’t have to wait, and you can solve their problems quickly.
3. Provide context in emergencies. In an emergency, voicemail greetings provide important information to your customers. It should let them know that you’re dealing with their urgent situation as soon as you can.
How to record a voicemail greeting for your business phone number with Quo
Once you’ve chosen a voicemail script from our list of examples, you’re ready to record your greeting. The voicemail recording process depends on your business phone number provider. With Quo, formerly OpenPhone, you can record a professional voicemail in seconds that’s perfect for your business needs. Here’s how:
Record a voicemail greeting in Quo’s web or desktop app
- Go to Settings on the left-hand menu.
- Under Workspace, tap Phone numbers.
- Choose the phone number in your Quo account for which you want to record a voicemail greeting.
- Under Business hours, toggle on Enable business hours. Note: Quo currently only supports one consecutive time period per day. You will not be able to add multiple time periods for one day.
- Select your time zone and your, or your team’s, daily availability by selecting the hours to the immediate right of Every day. If your team is off on weekends, you can click into Every day to set your schedule to Weekdays instead. Or if your hours vary depending on the day, you can select Custom. Then add your business hours.
- Go to the Call flow builder and click Edit call flow.
- Drag the Business hours step after the Incoming call trigger.
- After you add a business hours block, the canvas will automatically create two paths: During hours and After hours. Then, you can add routing steps.
- The Voicemail step will automatically be added after the After hours step. You can also add a Voicemail step after the Ring users step for missed customer calls.
- Select the voicemail step in the right panel of the builder to edit your settings. Then select Change greeting and upload, record, or select text-to-speech to set your new greeting. You can also toggle on Transcribe voicemail for automatic transcription. Plus, Quo offers a Profanity filter that removes offensive words from voicemails that you can turn on.
That’s it! You can learn more about customizing your call flows in Quo.
Recording from your phone? You can also record a voicemail greeting directly in Quo’s mobile app — simply follow the steps for iOS and Android.
💡Expect a spike in calls? You can set up a temporary call flow in Quo to handle higher volume, holidays, or time off without changing your main setup.
Set up professional voicemail greetings in seconds with Quo
Quo is a modern business phone system designed for small businesses, and voicemail greetings are just one of its many features. With Quo, you can:
- Share phone numbers across your team
- Set up SMS auto-replies for missed calls and texts
- Add business hours and away voicemail greetings
- Create SMS templates, or snippets, to save time
- Record calls automatically
- Send voicemail transcripts straight to your email
- Integrate with your CRM and other tools
- Use Sona, Quo’s AI voice agent, to automatically answer calls when you’re unavailable
- Forward calls to any number within the US and Canada
Want to learn more about what else is possible with Quo? Get started for free with our seven-day free trial.
FAQs
Customized business phone greetings can set your company apart in an ocean of monotony. A good voicemail greeting can help you attract new customers and give them a sense of when they can expect to hear back from you.
In many cases, yes. Small businesses often use voicemail to sound more personal. For example, they might mention the owner’s name or ties to the local community on their business answering machine message. Larger businesses tend to record more formal greetings. That’s usually because they need to handle more calls and easily route people to the right person or department. That said, either type of business can choose a friendly or formal tone, depending on what works best for its customers.
Adding a clear CTA, or call to action, makes it easy for customers to know what to do next. Here are a few examples:
– “Please leave your name and number, and we’ll call you back as soon as we can.”
– “For urgent questions, email us at [email address].”
– “Let us know the best time to reach you, and we’ll follow up soon.”
Is your business known for being playful or creative? Then using humor in your voicemail greeting can feel natural and help build trust and connection. But if you’re in a more formal industry like healthcare, it’s best to keep business communication straightforward and polite.
A professional voicemail greeting should have:
– A greeting
– Your name
– Your company’s name
– A short reason for missing the call (e.g., the caller reached you outside your business hours)
– A timeframe for when they can expect to hear back from you
– An alternate way to contact you or another team member if it’s urgent
Start by being clear about why you’re unavailable and when callers can expect to hear back. That way, people know their message didn’t disappear into a void. You can also add a personal touch, like mentioning if it’s your birthday, without overdoing it.
Not always, but it usually helps. After-hours and vacation voicemail messages set different expectations than a generic voicemail greeting. For example, an after-hours greeting explains when your office reopens, while a vacation greeting can be more personal.
Update your voicemail greetings anytime something changes that would affect one of your callers. For example, you might update it for holidays, extended time off, or changes in business hours. Beyond that, it’s a good idea to review your greeting every few months to make sure it’s still accurate.
Avoid sharing irrelevant personal details, long explanations, or anything that could confuse callers. You also don’t want to overpromise on response times that you won’t be able to meet. Keep it short and clear, and focus on providing clear instructions about what the caller should do next.
Each phone number in Quo can have its own voicemail greeting, so you can tailor the message to how that number is used. If you want the same greeting across multiple numbers, you can upload the same audio file to each inbox. Want a phone menu for your main office number? Each menu extension can also have a unique voicemail greeting.
