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 38professional 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 should you include in your business voicemail?
A great voicemail greeting should cover a few essentials so callers know who they’ve reached and what to do next. Here’s what to include:
- A greeting. Keep it warm but brief. “Hi” or “Hello” works fine, no need to overthink it.
- Your name and company name. This confirms for the caller that they dialed the right number.
- A short reason you can’t answer. Whether you’re busy, on holiday, or it’s outside business hours. This helps set expectations.
- What you need from them. Ask for their name, number, and a brief reason for calling so you can prioritize your callback.
- A callback timeframe. Tell them when to expect a response, like within one business day. Try to be realistic. It’s better to slightly underestimate how quickly you can get back to them.
- An alternate contact method. Give them an email address, an emergency number, or another point of contact. That way, if the caller’s experiencing an emergency, they can still reach someone.
38 Professional voicemail greeting examples
Here’s our list of professional voicemail greetings for you to choose from.
💡Pro tip: Once you have a favorite, you can use Quo’s free business voicemail greeting generator. This immediately generates a high-quality professional voicemail recording you can download. Create as many voicemails as you need to provide a good customer experience, no Quo account required. Otherwise, you can use standalone text-to-speech websites or recording apps to create an audio file to upload.
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 the help they need.
1. Basic voicemail greeting: Hi! Thanks for calling [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!
2. 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 your name, phone number, the reason for your call, and the best time to call you back. Talk to you soon.
3. 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 ASAP tomorrow. If it’s not urgent, please leave me a message with your name and number. Have a great day.
Out-of-office voicemail greeting examples
A good out-of-office voicemail greeting will let callers know you’re away and what they can do in the meantime. Let’s take a look at three:
4. General out-of-office voicemail greeting: Hi, you’ve reached [name] at [company name]. I’m currently out of the office and will be back on [date]. Please leave your name, number, and a brief message, and I’ll return your call when I’m back. If you need immediate help, please contact [colleague’s name] at [phone number or email]. Thanks for calling!
5. After-hours contact voicemail greeting: Hi there! You’ve reached [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!
6. Short-term or away-from-desk voicemail greeting: Hey, this is [your name] with [company name]. I’m not at my desk right now but I’ll be available soon. Please leave a message with your name and number, and I’ll call you back as soon as possible. If this is urgent, text me at [phone number]. Talk soon!
💡Pro tip: Just because you’re busy doesn’t mean you have to miss calls. You can quickly set up an AI voice agent with Quo, formerly OpenPhone, that answers calls 24/7. Quo’s AI voice agent, Sona, can capture lead details, answer FAQs, and take messages. You and your team get a call summary immediately, so you can follow up quickly without having to listen to a backlog of voicemails.
Appointment 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.
7. 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. You can also visit [online booking URL] to manage your appointments online.
8. 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 [dollar amount/percentage] fee per our cancellation policy. We’ll follow up as soon as possible. Thank you.
💡Did you know? If you use a scheduling app, Sona can share your booking link with callers directly on the call. This makes it easier for them to access the scheduling page and cancel the appointment themselves. It’s often much quicker and takes unnecessary admin work off your plate.
Multilingual voicemail greeting scripts
Not every caller is comfortable leaving a message in English. Having a voicemail greeting in more languages helps build trust and improve customers’ experiences with you.
9. Voicemail greeting example in Spanish: Hola, se ha comunicado con [your name] en [company name]. No puedo atender su llamada en este momento. Por favor deje su nombre, número de teléfono, y el motivo de su llamada, y le devolveré la llamada dentro de [timeframe]. Si es urgente, puede enviarme un correo electrónico a [email address]. Gracias y que tenga un buen día.
10. Voicemail greeting example in French: Bonjour, vous avez joint [your name] chez [company name]. Je ne suis pas disponible pour le moment. Veuillez laisser votre nom, numéro de téléphone, et le motif de votre appel, et je vous rappellerai dans un délai de [timeframe]. Pour toute question urgente, vous pouvez m’envoyer un courriel à [email address]. Merci et bonne journée.
Seasonal 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. If you’re away for a long weekend or unplugging for the holidays, here are several professional small business voicemail greeting examples to use:
11. Company shutdown voicemail greeting: Hello, and thank you for calling [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 office 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!
12. Long weekend voicemail greeting: Thank you for calling [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] or contact [emergency contact name] at [phone number]. We’ll get back to you as soon as possible. We hope you have a safe and enjoyable weekend!
13. One-day holiday voicemail greeting: Hi, you’ve reached [your name] at [company name]. I’m currently off for [holiday name] and will be back on [next business day]. Please leave your name, number, and a brief message, and I’ll get back to you when I return. If you have an urgent issue, please call [emergency contact name] at [number]. Hope you have a great [holiday name], and we’ll speak to you soon!
14. Detailed winter holiday voicemail greeting: Happy holidays! Thanks for calling [company name]. Our hours are a little different during the winter holiday season. Please note 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!
15. Simple holiday voicemail greeting: Happy holidays! You’ve reached [company name]. Our office is closed for the holiday season and will reopen on [date] at [time]. 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!
Medical office voicemail greeting
Healthcare providers need voicemail greetings that are clear, calming, and HIPAA-compliant. Medical voicemail greetings should also include guidance for emergencies.
⚠️Important: To stay compliant, never ask for personal medical details or other sensitive information in your voicemail. Only include what’s necessary to understand why a patient is calling and how to contact them. Also, make sure you’re using a HIPAA-compliant phone system like Quo. Once you sign a BAA, you can use Quo to communicate with patients in compliance with HIPAA’s Privacy and Security Rules. Features like encrypted storage, audit logging, and access controls keep you compliant. Learn more about Quo security.
16. General medical office voicemail greeting: Hello, you’ve reached [practice name]. We’re unable to take your call right now. If you’re experiencing a medical emergency, hang up and dial 911. For non-urgent matters such as appointment requests, please leave your name, phone number, and the best time to reach you, and our team will return your call within [timeframe]. For your privacy, please do not leave medical information in your message. Thank you for calling [practice name].
17. After-hours medical office voicemail: Thank you for calling [practice name]. Our office is currently closed. Our regular hours are [days] from [start time] to [end time]. If this is a medical emergency, please hang up and dial 911. If you’re experiencing a mental health crisis, please call or text 988 to reach the Suicide and Crisis Lifeline. For non-urgent matters, leave your name and phone number, and we’ll return your call on the next business day. Thank you.
18. Dental office voicemail greeting: Hi, you’ve reached the office of Doctors [last name] and [last name]. We’re sorry we missed your call. Please leave your name, number, and the reason for your call, and our front desk team will get back to you within [timeframe]. If you’re experiencing a dental emergency such as severe pain or trauma, please call [emergency contact number] for immediate guidance. Thank you.
19. Therapist voicemail greeting: Hi, you’ve reached [your name] at [practice name]. Thank you for calling. I’m unable to take your call right now. If you’re experiencing a mental health emergency or having thoughts of harming yourself or others, please hang up and dial 911 or the Suicide and Crisis Lifeline at 988.
For all other matters, please leave your name and phone number, and I’ll call you back within [timeframe]. To protect your confidentiality, please do not leave specific details about your sessions or treatment in your message. I look forward to connecting with you soon. Thank you again for reaching out.
Department 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.
💡Note: With Quo, you can set up different voicemail greetings for each department using a single business number. Use the call flow builder to create a phone menu that routes callers to the right team, then attach a unique voicemail greeting to each branch.
20. Billing voicemail greeting: Thanks for calling the billing department at [company name]. We can’t take your call right now. Please leave your name, phone number, and a brief description of your billing question, and a team member will get back to you within [timeframe]. You can also email us at [email address] for faster assistance.
21. Sales team voicemail greeting: Hi, you’ve reached the sales department at [company name]. We’re not available right now, but we’d love to hear from you. Please leave your name, number, and a little about what you’re looking for, and one of our reps will get back to you within [timeframe]. If you’d like to get started right away, you can book a call or request a demo at [website URL].
22. General 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!
23. 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.
24. High-volume customer service voicemail greeting: Thank you for calling [company name]. We’re experiencing a high volume of support inquiries at the moment, and 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. You can also check out our [resource type, e.g., help desk] at [URL] for quicker answers.
💡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.
Industry-specific voicemail greetings
Looking for something more specific? Here are some more specialized professional business voicemail greeting examples:
25. Accountant voicemail greeting, tax season: Hi, you’ve reached [your name] at [company name]. Sorry I missed your call. During tax season, our team is working through a high volume of client returns. Please leave your name, number, and the tax year your inquiry relates to, and I’ll get back to you within [timeframe]. If you need to submit documents, please upload them directly through the client portal or email them to [email address]. Thank you for your patience.
26. Accountant voicemail greeting, off-season: Hi, you’ve reached [your name] at [company name]. I’m unavailable right now, but I’d be happy to help with your accounting or tax planning needs. Leave your name, number, and a brief message, and I’ll return your call within [timeframe]. For new clients looking to schedule a consultation, you can also email me at [email address] or book a consultation online at [URL]. Thanks for calling, and I’ll speak to you soon!
27. Real estate agent voicemail greeting: Hey, this is [your name], licensed real estate agent with [company name]. I’m likely with a client or at a showing right now. Please leave your name, number, and whether you’re looking to buy, sell, or rent, and I’ll get back to you within [timeframe]. If you’re ready to schedule a viewing, you can also text me at this number. Talk soon.
28. Property manager voicemail greeting: Hello, you’ve reached [your name] at [company name]. If you’re calling about a maintenance emergency, like a burst pipe, gas leak, or lockout, please hang up and call [emergency contact name] on our emergency number at [phone number]. For all other inquiries, leave your name, number, and unit or property address, and I will call you back within [timeframe]. Thank you.
29. Legal office voicemail greeting: You’ve reached the office of [your name] at [firm or office name]. I’m currently unavailable. Please leave your name, phone number, and a brief description of your legal matter, and I’ll return your call within [timeframe]. For your protection, please avoid sharing sensitive details. If you need immediate assistance, please contact [colleague’s name or paralegal] at [phone number]. Thank you for calling.
Humorous 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.
30. Lighthearted voicemail greeting: Hi there! You’ve reached [your name] at [company name]. I stepped away for a 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!
31. 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.
32. 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 learning to play pickleball. 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!
Business 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:
33. 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 by [timeframe]. You can also view our offering online at [URL]. Thanks for your interest in [company name]! I look forward to speaking with you soon.
34. Service inquiry or information request voicemail greeting: Hi, thanks for your interest in [company name]. We’re sorry we can’t take your call right now. Please leave your name, number, and a few details about the service you need, including your preferred timeline and location, and a team member will follow up with a quote within [timeframe]. You can also request a free estimate online at [website URL].
35. 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!
36. 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!
Job 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.
37. 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.
38. 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.
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 of 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.
How to record a voicemail greeting for your business phone number
Once you’ve chosen a voicemail script from our list of examples, you’re ready to record your greeting.
On iPhone, go to Phone, Voicemail, and Greeting. If your layout doesn’t look like that, you’ll need to tap the burger menu, Voicemails, Edit, then Edit Voicemail Greeting. On Android, the exact steps vary by device and carrier. You may have to dial numbers on your dial pad or find Voicemail under your phone’s app settings.
If you’re using a business phone number provider like Quo, the voicemail recording process will vary. With Quo, 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 for which you want to record a voicemail greeting.
- Go to the Call flow builder and click Edit call flow.
- Drag and drop the Voicemail step to where you want it. For example, after hours or if a call is missed.
- On the Voicemail settings, 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.
Recording from your phone? You can record a voicemail greeting directly in Quo’s mobile app.
Set up professional voicemail greetings in seconds with Quo
Quo is a modern business phone system, 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
The ideal length of a voicemail greeting is 20–30 seconds. It should be long enough to provide key information without losing the caller’s attention.
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.
Custom voicemail greetings remain an important touchpoint for your customers’ experiences. 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. This is especially important, as 95% of consumers say customer service impacts their brand loyalty.
2. Address customer needs faster. Use customized voicemails to point callers to the right next step, whether that’s an email address, a help center, or a specific team member. Even when no one’s available to pick up, a good voicemail greeting gives callers a clear path forward instead of leaving them waiting.
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.
Voicemail lets callers leave a message when no one’s available. An auto-attendant is a phone menu that routes callers to the right person or department. An AI voice agent goes a step further. It has natural conversations with callers, answers FAQs, and handles simple tasks. They serve different purposes, but they work best together. For example, you might use an auto-attendant to route callers during business hours and an AI voice agent to handle after-hours calls. Then you can have a voicemail as a fallback when a caller prefers to leave a message.
There are no universal laws governing what you say in a voicemail greeting. However, some industries have specific compliance requirements. Healthcare providers, for example, are legally required to use a HIPAA-compliant voicemail system. Beyond industry-specifics, include a disclaimer in your greeting if your business records calls. That’s because some states require consent from both parties. Always make sure to consult a legal professional for the most accurate information.
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.”
Most business phone systems support common audio formats like MP3 and WAV. WAV files tend to offer better audio quality, while MP3 files are smaller and upload faster. For optimal clarity, ensure the file is recorded in mono at a standard bitrate, or 128–192 kbps. For best results, use cloudconvert.com or similar tools if you need to convert an M4A file to MP3.
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.
