Career Development

15 Professional Voicemail Greetings to Engage Your Callers

February 22, 2021

A professional voicemail greeting is a vital component of your communication strategy. It can increase engagement with your clients, create rapport and leave a good first impression when you're currently not available to pick up the phone. Knowing the perfect words to include in your professional voicemail recording increases the chances of keeping your business relationships intact in your absence. In this article, we list 15 excellent professional voicemail greetings to engage your callers.

What is a professional voicemail greeting?

A professional voicemail greeting is a recording that informs clients and business partners you are not available to receive their call. It is an essential part of any effective business communication strategy, especially if you are in sales.

A great professional voicemail greeting allows you to win deals from prospects and customers even when you cannot speak with them immediately. By letting them know you will call if they provide their name, number and message, you encourage customers to trust your professionalism and competence.

Related: 7 Ways to Use Customer Relationship Management

Elements of a great professional voicemail greeting

An effective professional voicemail greeting should have these elements:

  • Information: Your business voicemail should provide all the information the caller needs. At the least, the recording should include your name, the name of your company and your office hours. You can also include the best way to reach you—such as an email—and provide that contact information. If they can leave a message, let them know in the message.

  • Validation: A great professional voicemail greeting should thank the caller for their call and apologize for missing it. If you can't do both, at least show gratitude or regret.

  • Motivation: The aim of a professional voicemail is to keep the caller on the line long enough to listen to your message. You do that by motivating them enough to listen and leave their message. For this to happen, your recording must make them wait for their turn to speak.

  • Length: Keep your voicemail greetings within 10 and 30 seconds. Many people will appreciate a short, concise message that gives them all the information they need immediately.

Related: Building Rapport: Tips and Examples

Professional voicemail greeting examples to boost your credibility

Here are 15 business voicemail greetings to keep your clients and boost your credibility:

  1. You have reached [your name] at [your company]. Thank you for calling. Please leave your name, number and a message, and I will get right back to you.

  2. You've reached [your name] at [your company]. I'm sorry, but I'm temporarily unavailable. Please leave your name and number, and I'll return your call as soon as possible.

  3. Thank you for calling. I apologize for missing your call. I'm busy right now, but if you leave your name, number and message, I will return your call as soon as possible.

  4. Thank you for calling. I'm sorry for being unable to take your call at the moment. Please leave me your name, number and message and I'll return your call at the earliest opportunity.

  5. Hi, you've reached [your name] at [your company]. I'm away from my desk. Please leave your name, number and a message, and I will get right back to you.

  6. Hi, thank you for calling me. I apologize for not answering the phone at the moment. Please leave your name, number and message, and I will call you back as soon as possible. You can also send me an email at [your email]. Thank you, and have a nice day.

  7. Hey, this is [your name]. I'm sorry for not picking up your call right now. Please leave your name, number and a brief message, and I will get back to you at the earliest opportunity. You can also reach me via email at [email address] and I will reply to you shortly.

  8. Hi, you've reached the voicemail of [your name] at [your company]. I'm away from my desk, in a meeting or on the other line. Please leave your name, number and a brief message after the tone and I will get back to you as soon as I can.

  9. Hello. You've reached the office of [your name] at [your company]. I will be out of the office from [date] to [date]. Please leave your contact information with a brief message, and I will call you back as soon as I have the chance. If you need to speak with someone urgently, please contact [name of colleague] at [email or phone number]. Thanks for calling.

  10. Thank you for calling [your name] at [company name]. Unfortunately, I can't take your call right now. Please leave your name, number and a message, and I will call you back as soon as I have the opportunity.

  11. Hi, It's [your name] of [your company]. I'm in a meeting at the moment. Please leave your message and contact information, and I will get back to you within [realistic timeframe]. Thank you for calling.

  12. Hey, there. You've reached [your name]. Please leave me a brief message about the reason you are calling and your contact information. I will call you right back at the earliest opportunity. Have a nice day!

  13. Hi, you've reached [your name] at [your company]. Please send me an email at [email address] if this is urgent, and I'll get in contact with you as soon as possible. If this is not urgent, please leave me a brief message about the reason you are calling with your contact information and I'll get back to you in the next 24 hours. Have a great day.

  14. Hi, you've reached [your name] at [your company]. I'm unavailable right now on official duties. But if you leave your name and number and a brief message on why you are calling, I will call you back at the earliest opportunity.

  15. Hi, this is [your name] at [your company]. If you are calling for [include reason] please visit our [website, social media handle, etc.], contact [name and title of colleague and phone number] or send me an email at [insert email address]. For other inquiries, leave a brief message and your name and number and I will call you back by [timeframe].

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