A potential client calls your business. Maybe they found you on Google, clicked a link on Instagram, or were referred by a friend. They’re curious, interested… and they reach your voicemail.
Now imagine this voice message:
“Hi, you’ve reached John at Elite Co. I’m currently unavailable—leave a message and I’ll get back to you.”
It’s fine. But it’s also forgettable.
Now compare that to:
“Hello, and thank you for calling Elite Co.—where modern design meets function. We’re currently away from the phone, but your call is important to us. Please leave your name and number, and we’ll get back to you within one business day. Have a great day!”
That’s a professional voice message greeting, and it could be the difference between a new customer and a missed opportunity.
Why Voice Message Greetings Matter
Your voicemail greeting is your first impression when you’re not there to make one. It should reflect your brand, set the tone, and offer clarity about what to expect.
In short: a great voicemail greeting = higher trust + better customer experience.
Elements of a Great Voice Message Greeting
- Warm welcome
Start with a friendly tone. Make the caller feel acknowledged. - Company identity
State your name and/or business clearly so they know they reached the right place. - Reason for the message
Explain why you can’t take the call right now without sounding robotic. - What you want from them
Ask them to leave details—like their name, number, and reason for calling. - When they’ll hear from you
Set clear expectations on when they’ll get a response. - Optional: A personal or brand touch
You can sprinkle in your tagline or something unique to your industry or vibe.
Examples by Industry
Real Estate Agent
“Hi, you’ve reached Emily from Luxe Property Group. I’m likely out showing homes—but your call matters! Please leave your name, number, and how I can help, and I’ll return your call as soon as I’m available.”
Medical Office
“Thank you for calling Greenview Dental. Our office is currently closed. Please leave your name and number and we’ll return your call on the next business day. For emergencies, call the number on our website.”
E-commerce Store
“Hello, thanks for calling Stitch & Thread—your go-to for modern handmade fashion. We’re currently unavailable but please leave a message, and we’ll get back to you as soon as possible!”
Pro Tips for a Flawless Recording
- Write it out first to avoid rambling.
- Use a professional voice-over if you want a polished, branded sound.
- Avoid background noise or low-quality mic audio.
- Keep it concise—20 to 30 seconds is ideal.
When to Update Your Voice Greeting
Your voicemail isn’t a “set it and forget it” kind of thing. Refresh it if:
- Your hours change (e.g. holidays)
- You’re going on vacation or extended leave
- You’ve rebranded or changed business names
- You’re running a promotion or event worth mentioning
The Bottom Line
Your voicemail greeting says a lot about your business, even when you’re not there to answer. It’s worth investing a few minutes (or a few dollars) to make sure it sounds professional, clear, and on-brand.
Want to level up your voicemail game? Visit Amazing Voice for custom voice message greetings that leave a lasting impression.
