Oct 12

The Best Voicemail Greetings to Provide Your Callers with a Meaningful and Enjoyable Phone Experience

Although voicemail greetings are an easy way to offer customers a streamlined and meaningful call experience, many companies still underestimate their importance and business-promoting potential. Do you remember reaching out to a business and having to listen to a lengthy, poorly worded, and confusing voicemail message that made you feel unhappy and unappreciated? That is exactly how you do NOT want people calling your company to feel.

Voicemail greetings are a crucial part of your daily interactions with your customers. They can often set the pace for your future business relations and influence how your brand is perceived. To make sure that voicemail greetings work for you rather than hinder your communications, here are a few tips and tricks that will help design the perfect message your callers would be happy to hear.

What defines a good and effective voicemail message?

Knowing what to say and what to omit in your voicemail greeting is pretty self-evident and intuitive; still, it does not hurt to go over the fine details again. The following section lists all the most essential components a good voicemail message has to include to strike just the right impression with its receiver:

  • Include only relevant and valid information

Your voicemail message must contain essential identifying information, such as your name and position, the name of your company, your business hours, location, etc. Additionally, you may want to provide the caller with information on alternative methods of contacting you or people who are substituting for you. Encourage your calling customers to give you their full name, phone number, preferred callback time and communication method, and any other details they feel compelled to share.

  • Create expectations you can meet

It is a common courtesy to offer an estimated timeline for a callback call or to warn your customers that you will not be able to return the call quickly. It shows your existing and potential clients that you take their interest in your company seriously and respect their time. If you know you cannot get back to your callers in a prompt manner, say so in your voicemail message and provide alternative contacts of people who can help them in your place.

  • Keep your voicemail message up-to-date

If your voicemail greeting contains outdated or irrelevant information, it will show your callers that you pay little attention to detail and do not bother to check your messages often. Regularly updating your voicemail greeting will allow you to connect to customers on a more personal level and convince them of your genuine interest.

  • Utilize technology to customize your voicemail messages

Some modern business phone systems with advanced voicemail functions allow you to record personalized messages for specific callers and play different voicemail greetings for different times of the day and week. By setting up a particular voicemail call scenario, you can make the whole experience much more enjoyable for the caller.

Best ideas for voicemail greetings (with examples)

Considering all the above, here are some of the best ideas for what your voicemail greeting should sound like. Follow these tips carefully to create a professional and powerful message for your callers.

Example 1

Hi, this is [name] from [company name]. Unfortunately, I am unavailable to answer the phone right now, but I should be back by 4 p.m., Monday, June 17, and will be able to return your call if you leave me your name, contact information, and a short message. Thank you!

Though this message is short, it contains all relevant information the caller may require. In a professional and friendly manner, it informs the client that their call is important, appreciated, and will not go unreturned.

Example 2

Hi, you have called [name] at [company name]. I am sorry I cannot pick up the phone at the moment. If you would like to talk to someone right now, feel free to dial my assistant [name] at [phone number], she will gladly help you with any questions and relate your message to me. Otherwise, please wait for the beep to leave your name and phone number, at which I can reach you later today. Thank you!

This message not only informs the customer of when they can expect a callback, but it also offers them an alternative option of contacting an assistant, associate, or another substitute colleague. Use the above voicemail greeting when you are confident there will be people trying to reach you with urgent matters.

Example 3

Hi, this is [name], [position] at [company name]. Unfortunately, I cannot get to the phone right now. If you are calling concerning [reason], please do not hesitate to visit our website at [website address], contact [name], [position] at [phone number], or email me at [email address]. Otherwise, please leave your contact details and message after the tone, and I will call you back as soon as possible. Thank you!

Such a message helps separate customers with a specific agenda from the rest of your callers and shows them how they can get the required assistance without waiting for your return.

Voicemail greetings are often how your callers interact with your business for the first time. To prevent that from also becoming the last time they contact you, make sure your voicemail message is clear, relevant, friendly, and helpful.