How to Set Up a Business Voicemail Greeting

iPhone Voicemail

The message that greets callers when you cannot take their call is important. A proper greeting can either make a positive impression on callers or it can alienate them before you even speak.

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3 Examples of Good Voicemail Greetings

© The Balance, 2018

What to Include in a Proper Voicemail Greeting

Your message should be no longer than 20-25 seconds, and you should keep the greeting concise and avoid giving out too much information. Here are some of the basic elements you’ll want to be sure to include when you record your outgoing message:

  • State your name and spell it out if you’re asking callers to follow up with written correspondence
  • State your company name and department name 
  • Let callers know that you cannot take their call right now
  • Invite them to leave a message
  • Let callers know when they can expect a return call
  • Let callers know who they can contact for immediate assistance (if applicable)

Good Voicemail Greetings Examples

  • Hi, this is Jim Smith. I can't take your call right now, but I would like to return it as soon as I can. So, please leave me a detailed message after the tone. If you need immediate assistance, please call my secretary, Suzy Jones at extension 6336. Thanks for your call.
  • Hello, you have reached the accounting department. We are currently closed. Our normal hours of operations are Monday through Friday, from 8 a.m. to 6 p.m. Please leave us a message after the tone and somebody will return your call as soon as possible. Thank you.
  • Hi, this is Jim Smith. I will be out of the office until Thursday, July 24th and I will be checking my voicemail occasionally. If you would like to leave me a message, please do so after the tone, and I will return your call as soon as possible. If you need immediate assistance, please call my secretary, Suzy Jones at extension 6336. Thanks for your call.
  • You have reached the desk of Jim Smith. I am currently on the phone right now, but I would like to return your call. Please leave me a message after the tone. If you need immediate assistance, please call my secretary, Suzy Smith at extension 6336. Thank you for calling.

Bad Voicemail Greeting Examples

  • Hi, this is Jim. Leave me a message.
  • {Music playing for an extended period of time} Hey! Talk to me.
  • Hi, you have reached the XYZ Company. Please leave us a message.
  • Hello, you have reached the office of Jim Smith at XYZ.com. I will be out of the office having a vasectomy and will return on Thursday, August 26th at 8:30 am. I will be experiencing a lot of discomforts, so I will not be checking my voicemail at all. If you would like to leave me a message, please do so after the tone. I will return your call as soon as I can. If you need immediate assistance, please call my secretary, Suzy Jones at extension 6336. Thank you for your call, and I will get back to you when I return, and I am feeling better.
  • The office is closed. Please leave a message after the tone.

Different Types of Voicemail Greeting Options

Depending upon the telephone system you have at your company, there may be different options for the type of voicemail greetings you are able to compose. They include the following examples.