Creating a Professional Voicemail Greeting For Your Business: Tips & Best Practices

In today’s fast-paced world, many people rely on business voicemail greetings as a primary means of communication. Whether you’re a business owner or a working professional, having a professional voicemail greeting is crucial. It can help set the tone for future interactions and leave a positive impression on callers.

In this blog post, we will:

  • Discuss the importance of a professional voicemail greeting
  • Provide tips on creating one
  • Offer examples of effective voicemail greetings

Importance of a Professional Voicemail Greeting

There are several reasons having a professional voicemail greeting is crucial for businesses and professionals.

First, it is often the first point of contact that potential customers or clients have with a company and thus can be a make-or-break moment for establishing a positive relationship. A well-crafted voicemail greeting can make a caller feel welcome like you care about their experience, and like they’re taken seriously. It can also provide callers with key information about the business or professional, such as their availability, contact information, or hours of operation.

A professional voicemail greeting can create a sense of credibility and trustworthiness.

When a caller hears a clear and concise message from a professional-sounding voice, they are more likely to feel confident that their message will be received and addressed promptly. This can be especially important for professionals such as lawyers, doctors, or financial advisors, where trust and confidentiality are critical components of the relationship. Small businesses and solopreneurs rely on this credibility to grow their customer base and seem “real” to potential customers. If they reach an unprofessional voicemail, or no voicemail at all, they may come to believe that your business isn’t authentic.

Finally, a professional voicemail greeting can help set the tone for future interactions between the caller and the recipient. By providing a positive and engaging message, the caller is more likely to feel valued and respected, which can lead to a more productive and mutually beneficial relationship in the long term.

Overall, creating a professional voicemail greeting is an essential investment for businesses and professionals who want to establish a positive relationship with their callers and set the tone for future interactions. By crafting a clear, concise, and welcoming message, you can make a strong impression and create a sense of credibility and trustworthiness that will benefit you and your business in the long run.

Keep it Simple & to the Point

When creating a voicemail greeting, keeping it simple, straightforward, and easy to understand is vital. Avoid using overly formal or casual language, which can make the greeting sound too scripted or unprofessional. Instead, try to balance being friendly and upbeat while still conveying a sense of professionalism.

A professional voicemail greeting should be kept relatively short, usually between 20-30 seconds.

This ensures the caller receives all the necessary information without being overwhelmed or losing interest. It’s important to stick to the essential details, such as the name of the person or business, availability, and the next steps the caller should take. You can provide additional information in a follow-up email or phone call if necessary. Keeping the voicemail greeting concise and to the point also helps convey professionalism and efficiency, which can leave a positive impression on callers.

Customize Your Greeting

When creating your voicemail greeting, it’s essential to tailor it to your specific needs and industry. For example, if you work in a customer service-oriented industry, include additional information about how to help the caller. Alternatively, if you work in a more technical field like a dental office or medical office, include further instructions on how the caller can reach you in an emergency.

Things to think about when customizing your voicemail greeting:

  • Urgency: Are your customers calling for an emergency? If so, give them clear and fast next steps.
  • Brand: Is your brand upbeat and casual or more professional? Make sure your greeting matches the way you talk and how your customer service reps sound.
  • Clarity: Do you have a bunch of potential next steps you can offer customers? Give them a website resource to go to, like, where they can find the next steps, instead of spending 60 seconds listing options.
  • Industry: The info a caller needs from a dentist’s office and an HVAC contractor are different. Make sure you’re giving callers the information they need.
  • Expectations: Let callers know when they should expect to hear back!

Update Your Greeting for Holidays & Special Occasions

Updating your voicemail greeting for holidays and special occasions is a great way to keep your message fresh and relevant throughout the year. Certain holidays may be particularly important or relevant depending on your industry, such as the winter holidays for retail businesses or Independence Day for government agencies. Adding a seasonal message to your voicemail greeting can help show that you’re in tune with your callers and their needs.

Additionally, suppose you’re planning to take time off during a holiday. In that case, it’s important to adjust your availability hours in your greeting so that callers know when they can expect to hear back from you. By taking the time to update your voicemail greeting for holidays and special occasions, you can ensure that you’re providing the best possible service to your customers and clients all year long.

Note: Don’t forget to update your voicemail greeting after the holiday has passed. If you’re still talking about the winter holidays in March, it no longer feels professional!

Tips On What to Include In Your Professional Voicemail

There are a few essential pieces of information that should be included in a professional voicemail greeting.

Include your name and the name of your business – This helps ensure the caller knows they have reached the right person or organization.

Say you’re unavailable – Letting the caller know you’re unavailable helps manage their expectations and avoid frustration.

Apologize (Optional) – While not always necessary, apologizing for your unavailability can help convey a sense of empathy and professionalism.

State your availability and when the caller can expect a response – Providing information on your availability and when the caller can expect a response helps to manage their expectations and avoid confusion.

Provide clear instructions on what the caller should do next – Giving clear instructions on what the caller should do next, whether leaving a message or calling back later, ensures they know what steps to take.

Say what you’ll do next – Letting the caller know what you will do next, such as returning their call or responding via email, can help convey a sense of responsibility and professionalism.

Voicemail Examples

To help you create a professional voicemail greeting, we’ve put together a few examples to get you started:

Example 1: Hi, you’ve reached [Your Name] at [Your Business]. I’m currently unavailable but I will return your call as soon as possible. If you’d like to leave a message, please do so after the beep. Thank you for calling!

Example 2: Hello, this is [Your Name] with [Your Business]. I’m sorry I missed your call. My office hours are from [insert office hours]. If you leave a message with your name and phone number, I’ll be sure to get back to you during my next available office hours. Thank you for calling!

Example 3: Thanks for calling [Your Business]. This is [Your Name]. I’m out of the office right now, but I’ll be back at [insert time] today. If you need immediate assistance, please contact [insert alternative contact information]. Otherwise, please leave a message, and I’ll get back to you as soon as possible. Thank you for your call!

Example 4: You have reached the voicemail of [Your Name] at [Your Business]. I am currently unavailable to take your call, but please feel free to leave a message and I will return your call within 24 hours. Thank you for calling [Your Business].

Example 5: Hello, you’ve reached [Your Name] with [Your Business]. I apologize for missing your call. If this is an urgent matter, please call [insert alternative contact information]. Otherwise, please leave a message with your name, number, and the reason for your call, and I’ll get back to you as soon as possible. Thank you for calling.

Abby Connect: More Powerful than Voicemail

While traditional voicemail is still an essential communication tool for businesses and professionals, it’s also important to consider alternative options. With the rise of new technologies and communication methods, customers and clients may prefer to reach out via text message, live chat, or talk to a live virtual receptionist. These options provide a more immediate and personalized response and help streamline communication and improve efficiency.

At Abby Connect, we understand the importance of providing multiple communication options for our clients. In addition to our answering services for small businesses, we also offer live chat options. Our team of virtual receptionists are trained to handle these communication channels with the same level of professionalism and attentiveness as a receptionist sitting in your office would. This ensures that our clients can stay connected with their callers in the way that works best for them, whether through a traditional voicemail message or a more immediate response via text or live chat.

Overall, while traditional voicemail remains a vital tool for communication, it’s important to explore alternative options as well. By providing multiple communication channels, businesses and professionals can better meet the needs of their callers and provide a more efficient and personalized experience. At Abby Connect, we strive to offer various communication options to ensure that our clients can stay connected with their callers most effectively.


Written by

Anna Taylor

Anna Taylor

Anna is an accomplished marketing professional with an MBA and certification in marketing and eight years of experience in the field. More than half of that experience has been focused on customer experience and small business growth, exploring how businesses balance human and technology solutions. Above all, Anna is committed to human-first marketing and business development, ensuring that every initiative is focused on creating meaningful connections with customers and driving long-term growth.