4 out of 5 callers hang up without leaving a message. That’s how much potential engagement businesses lose when voicemail falls flat1.
With 60% of calls going straight to voicemail—sometimes as high as 75%2—and many messages left unheard for days, every missed call is a risk to revenue and relationships.
The right greeting changes that. A clear, well-crafted voicemail reassures callers, keeps them engaged, and prompts action.
In this guide, you’ll get 27 ready-to-use voicemail templates, a simple framework for crafting greetings that connect, and proven tips to refine, test, and maintain them—so every missed call becomes a chance to impress.
Key takeaways:
- Voicemail remains a critical touchpoint for customer engagement, especially since 60–75% of calls go straight to voicemail.
- Effective greetings are clear, concise, and aligned with your brand voice—precision boosts caller confidence and response.
- Choosing the right template and tailoring it to your tone makes your message more memorable and impactful.
- Voicemail templates are foundational, but pairing them with AI—smart routing, automated follow-up, and analytics—drives real results.
- Voicemail complements your broader communication strategy; combining great scripts with seamless tools unlocks true business potential.
Make every voicemail count. Learn how to impress callers and win business—even after the missed call.
What Is a Business Voicemail Greeting?
A business voicemail greeting is the recorded message callers hear when you can’t answer, designed to confirm they’ve reached the right place, set expectations, and capture the details needed for a fast, effective callback.
Voicemail usually triggers during missed, after-hours, or queued calls and acts as your brand’s stand-in. It reassures the caller, reduces drop-offs, and guides them to the next best step (leave a message, visit the site, or email) so opportunities aren’t lost.
Key Elements of a Professional Business Voicemail Greeting
A great business voicemail greeting includes these key elements to ensure clarity, professionalism, and caller confidence:
- Identify: Business name + (optional) department/role.
- Availability: Brief reason you can’t answer (meeting, after hours).
- Instruction: Tell the caller exactly what to do next.
- Info to leave: Name, number, reason, and best time to reach them.
- Expectation: When you’ll respond (e.g., “within one business day”).
- Alternatives: Website, email, or chat for urgent or common requests.
- Tone & length: Warm, clear, under 30 seconds.
- File format: Record in widely supported formats such as .mp3 or .wav to ensure clarity and compatibility.
- Multilingual: Consider recording in multiple languages if you serve international callers.
Use the following plug-and-play voicemail script as a starting point. It combines every key element into a short, professional greeting you can customize for your business.
Obviously, you cannot answer all of your calls immediately. For this reason, you need to have professional business phone greetings prepared.
BUSINESS VOICEMAIL FORMULA & EXMAPLE
Plug-and-play formula:
“Hi, you’ve reached [Business/Department]. I’m [unavailable reason]. Please leave your name, number, reason for calling, and the best time to reach you. I’ll return your call [timeframe]. For urgent help, visit [URL] or email [address]. Thank you.”
15-second example:
“Hi, you’ve reached CloudTalk Support. We’re helping other customers right now. Please leave your name, number, reason for calling, and the best time to reach you. We’ll call back within one business day. For quick answers, visit cloudtalk.io/help. Thanks!”
Why Voicemail Greetings Matter for Business
A professional voicemail greeting can make or break your first impression. With 76% of smartphone users visiting a nearby business within a day of searching3, every missed call is a missed opportunity to convert interest into action.
You can’t answer every call—as much as you’d like—but an effective voicemail turns those moments into meaningful engagement. Here’s how a well-crafted greeting keeps you connected:
- Shows you Care: Signals the caller’s needs matter and that you’ll respond promptly, building trust and loyalty.
- Saves time: Lets customers leave details quickly, avoiding repeated calls or long hold times.
- Improves accuracy: Captures information directly from the source, reducing misunderstandings and enabling a more effective follow-up.
- Helps prioritize calls: Reveals which cases are urgent and which can wait. Callers who leave a message are already more engaged and valuable as leads.
Test-drive the best voicemail tool for SMBs & win more business with professional greetings.
How to Create a Professional Business Voicemail Greeting
Before you hit record, follow these steps to ensure your greeting is professional, effective, and on-brand:
- Know your audience: Think about who’s calling. A law office may need a formal tone, while a creative agency can be warmer or more casual. Matching tone to audience builds instant rapport.
- Write a short script: Keep it under 30 seconds. Longer messages risk losing the caller’s attention. A script ensures you cover all key points without rambling.
- Use a quiet environment: Background noise can distract or make you sound unprofessional. Record in a closed room or use a quality headset.
- Smile while speaking: It might sound cliché, but smiling changes your vocal tone, making you sound more approachable and confident.
- Speak clearly and at a steady pace: Avoid rushing through key details. Pausing slightly between sentences helps the caller absorb the information.
- Test and review: Always play the message back. Listen for pacing, clarity, and volume. If possible, get a colleague’s feedback.
- Update regularly: If your hours, services, or contact options change, so should your greeting. Outdated info creates frustration.
Pro Tip:
Record in .mp3 or .wav format for maximum compatibility and audio clarity. If you serve multilingual customers, consider recording in multiple languages or offering a language selection option.
Best Business Voicemail Templates: Featured Picks + Full Library
Now for the part you’ve been waiting for—your complete toolkit of professional voicemail greetings.
We’ve pulled together the five most versatile, high-performing templates you can start using today, followed by a full library of 27 scripts grouped by scenario, industry, and tone.
Whether you need something timeless and professional, warm and seasonal, or creative and memorable, you’ll find exactly what you need—ready to copy, paste, and adapt to your brand voice.
Featured Business Voicemail Examples (Proven Performer Picks)
Here are the top five templates that consistently deliver great first impressions while capturing all the details you need for a smooth follow-up. Use them as-is for a quick win or tweak them with your own personality and brand tone.
1. Standard Business Voicemail Greeting
“Hello, you’ve reached Customer Support at [Company]. We’re not available right now, but please leave your name, number, and a brief message, and we’ll get back to you as soon as possible.”
Perfect for everyday use—clear, professional, and courteous without unnecessary detail.
2. On-Hold Voicemail Greeting
“Thanks for calling [Company]. We’re experiencing higher call volumes than usual, but your call is important to us. Please leave your name, number, and a brief message, and we’ll return your call in the order it was received.”
Ideal for busy periods—sets expectations, reassures callers, and keeps them from abandoning the interaction.
3. Out-of-Office Voicemail Greeting
“Hello, you’ve reached [Your Name] at [Company]. I’m currently out of the office until [date]. Please leave your name, number, and reason for calling, and I’ll get back to you after I return. For urgent matters, contact [alternate contact or department].”
Ensures callers know why you’re unavailable and offers an alternative point of contact.
4. Holiday Voicemail Greeting
“Happy holidays from all of us at [Company]! We’re closed for the season until [date], but we’d love to hear from you. Please leave your message, and we’ll respond as soon as we’re back.”
Adds warmth and seasonal relevance while keeping the process clear.
5. Funny Voicemail Greeting
“Hi, you’ve reached [Your Name] at [Company]. I’m probably helping another customer… or maybe making coffee. Either way, leave your details and I’ll call back soon.”
Appropriate for brands with a playful tone—adds memorability without losing professionalism.
Nailed the voicemail? Seal the deal with 30 proven follow-up scripts for maximum call success
27 Professional Business Voicemail Greetings (Steal Our Scripts)
You’ve seen the universal voicemail all-stars. Now it’s time for the full playbook.
Below is your complete library of 27 professional voicemail greetings, grouped by scenario so you can zero in on the perfect fit.
From industry-specific scripts to creative curveballs, these examples make it easy to record a greeting that’s clear, on-brand, and impossible to ignore.
Standard Business & Availability Voicemail Greetings
These voicemail greetings cover the most common business situations—whether you need a standard everyday message, an after-hours response, or a short-term out-of-office announcement.
1. Standard Business Voicemail Message
This is a greeting that plays when you are at work but currently unavailable for whatever reason. For example, you are attending a meeting.
You can keep it longer, yet still at the recommended rate of a maximum of 30 seconds.
Example:
“Hello, you’ve reached <company name>. We are sorry, but we can’t take your call right now. Please leave your name, contact information, and the reason for reaching out.
One of our team members will be in touch with you as soon as possible. You may also visit our website [company website URL] for more options. Thank you for contacting us.”
2. On-hold Personalized Voicemail Message
This is what the customer hears when queuing since all of your agents are currently handling another case. Customers may wait in the queue or leave a voicemail right away.
Example:
“Dear caller, we are sorry, but all of our agents are currently busy. Please stay on the line, and an agent will answer your call as soon as possible. You can also choose to leave a message. Thank you for your patience.”
3. Out-of-Office Voicemail Message
If your team is away, we recommend tailoring specific messages for these purposes. It is especially useful if you wish to let customers know that your office is available in specific business hours. This way, you set an expectation of when customers can reach you or when they may reach you.
Example:
“Hi, you’ve reached <company name>. We are currently not able to answer your call. Our standard opening hours are from 9 am to 5 pm, from Monday until Friday.
You can visit our website for related information. If you’d like to leave us a message, please provide your name, number, and reason for your call. We will get back to you. Thank you.”
4. Voicemail Greetings for Calls Received after business hours
For those moments when customers or clients call outside of your regular operating hours, it’s crucial to have a greeting that informs them of when they can expect a response.
Example:
“Thank you for calling [company name]. Our office is currently closed. Our business hours are from [start time] to [end time], Monday through Friday.
Please leave your name, phone number, and a brief message, and we will return your call when our office reopens. For more information, visit our website at [website URL]. Thank you!”
5. Voicemail Greetings for Your Business Cell Phone Number
When you’re using a business cell phone, you want a greeting that’s professional yet personal. This example strikes the right balance:
Example:
“Hi, you’ve reached [your name] with [company name]. I’m currently unavailable to take your call. Please leave your name, number, and a detailed message, and I’ll return your call as soon as I can. Thank you for reaching out, and I look forward to speaking with you soon.”
6. Prompt Email Response Voicemail
If email is your preferred contact method, let your voicemail reflect that to encourage listeners to use it.
This script pitches emailing as a faster and more efficient communication channel, guiding callers towards it.
Example:
“Hello, this is [name] from [company]. For an immediate reply, kindly email me at [insert email address], and I guarantee a response by the end of the next business day. If your matter isn’t urgent, please leave your contact info, and I’ll get back to you. Wishing you a lovely day.”
7. Voicemail Message for Directing Specific Inquiries
To avoid spending time on calls that could be better handled by someone else or through different means, this voicemail message offers clear directions for common queries.
Example:
“Hi there, it’s [your name]. For inquiries about [X reason], you should reach out to [alternate contact] or [visit our website, send an email]. For everything else, please leave your name and a short message, and I promise to return your call within [one to three] business day[s].”
8. Informative Voicemail Script for General Inquiries
This voicemail script should efficiently direct callers to the most requested information, saving time for both the caller and your team. It provides a straightforward path for obtaining information while still offering the option for personal contact if needed.
Example:
“Hi, you’ve connected with [company]. For details on [X], our [Facebook page, company website, etc.] is a great resource. Interested in learning more about [Y]? Check out [specific page on our site, our YouTube channel, etc.].
If you have further questions or simply wish to speak with someone from our team, please leave your name and contact number, and we’ll get back to you promptly.”
9. Request for Convenient Callback Time
Inform your callers of your eagerness to connect by requesting they leave a preferred time for you to call back, demonstrating your commitment to not miss a chance for a conversation.
Example 1:
“Hello, this is [company name]. Sorry we missed your call! We’d love to get back to you. Kindly leave your name, phone number, why you’re calling, and when the best time to return your call would be – we want to make sure we catch you next time. Looking forward to speaking with you soon.”
Example 2:
“Thanks for calling [your company]. We’re looking forward to speaking with you. Let us call you back as soon as we are available by leaving your name, contact information, and the reason for your call. Have a great day.”
Vacation, Holidays, and Leave Voicemail Greetings
These greetings are designed for longer absences or major transitions, such as taking parental leave, going on vacation, or moving to a new role. They keep contacts informed and relationships strong.
10. Holiday Voicemail Message
Companies usually do not work during holidays, such as Christmas or Easter. You need to inform a customer when you will be back.
This greeting can also be a bit more informal since holidays are cheerful times of the year.
Example:
“Hello, <company name/team’s name> is out until [date]. We’ll make sure to call you back straight away when we return. If your request is urgent, leave us an email at [company email address]. Thank you. Have a lovely holiday.”
11. Parental Leave Voicemail
Ah, the joy of welcoming a new family member! If you’ve received parental leave, consider using a voicemail script that directs callers to another point of contact while showing a bit of your personality.
You don’t have to stick to a formal tone; feel free to customize the message to reflect your style.
Example:
“Hello, you’ve reached [your name and title]. I’m currently out on parental leave until [date]. In the meantime, please direct all phone calls to [alternate contact name] at [phone number] and emails to [email address]. Thanks, and I’ll see you in [month you’ll be back in the office].”
12. Adventurous Vacation Voicemail Message
For a touch of humor in your vacation voicemail message, feel free to personalize the example given. It’s a fun way to let your callers know about your escapades. Remember to mention when you’ll be back to reconnect.
Example:
“Hi, this is [your name]. I’m off on an adventure, maybe [trekking across South America, navigating the dense jungles of Borneo, snorkelling with whales in the Galapagos] — or quite possibly, [battling severe jet lag, searching ‘Are black scorpions deadly,’ or on the hunt for an extra strong after-sunscreen]. I’ll be out of reach until [date].
Please leave your name and the reason for your call, and I’ll contact you as soon as I’m back.”
13. Resignation Voicemail
When it comes to moving on to new opportunities, it’s helpful to have a voicemail script ready for your now-former company that informs callers of your departure in a positive and informative manner. Including a personal note about “chasing new adventures” adds a friendly touch and conveys excitement about your next chapter.
Example: “Hello, [Person’s name] is chasing new adventures and is no longer with [Company name]. Please forward all future requests to [new or interim person’s name] at [phone number]. Thank you for calling!”
Industry-Specific Business Voicemail Greetings
These scripts are tailored to the unique expectations of different industries, helping you sound credible and relevant whether you work in real estate, healthcare, law, sales, customer service, or education.
14. Voicemail Greetings for the Sales Professionals
Creating the right impression is essential for sales professionals.
This greeting encourages potential clients to leave their information for a prompt follow-up:
Example:
“Hello, and thank you for calling the sales department at [company name]. All of our sales professionals are currently assisting other customers, or you’ve called outside of our regular business hours, which are [start time] to [end time].
Please leave your name, contact information, and a brief message about what you’re looking for, and we’ll be eager to return your call and assist you. Thank you for considering [company name] for your needs.”
15. Voicemail Greetings for Medical Offices
In a medical office, a voicemail greeting needs to balance urgency with instructions for non-emergency situations.
Example:
“Thank you for calling [medical office/doctor’s name]. We are currently unavailable to take your call. If this is a medical emergency, please dial 911 or go to your nearest emergency room.
For appointments and all other inquiries, please leave your name, contact number, and a brief message, and we will contact you as soon as possible. Our regular office hours are [hours and days]. Thank you for calling [medical office/doctor’s name].”
16. Voicemail Greetings for Real Estate Agents
For real estate agents, a good voicemail greeting can be the start of a new client relationship. This example invites potential buyers and sellers to leave their details:
Example:
“Hello, you’ve reached [your name], your dedicated real estate agent at [real estate company]. I’m currently assisting another client or out of the office. Your call is very important to me.
Please leave your name, contact information, and details about the property you’re interested in, and I’ll get back to you as soon as possible. Thank you for choosing [real estate company], where we make your dream home a reality.”
17. Voicemail Greeting for Law Firms
In a law firm, voicemail greetings should convey professionalism and confidentiality. Here’s an example that does both:
Example:
“Thank you for calling [law firm name]. Our office is currently closed, or we’re in a consultation. Please leave your name, contact information, and the nature of your legal inquiry after the beep. We treat every call with confidentiality and priority.
We will return your call during our next business hours, which are [hours and days]. Thank you for choosing [law firm name], where your legal needs are our top priority.”
18. Voicemail Greeting for Small Businesses and Startups
For small businesses and startups, every call is a potential opportunity to build relationships, grow your network, or make a sale. A concise, friendly voicemail greeting can make a big difference, showing professionalism and warmth even when you can’t pick up the phone.
It’s your chance to leave a positive impression, encourage further engagement, and convey key information succinctly.
Example:
“Hello! You’ve reached [Your Business Name]. We’re all hands on deck right now, bringing you the best [product/service] possible, and can’t pick up the phone. Please leave your name, number, and a brief message.
We’re eager to chat with you! Also, visit our website at [Website URL] for quick info. Thanks for calling [Your Business Name], where big ideas and great service meet. Talk to you soon!”
19. Voicemail Greeting for Hospitality and Service Industries
A well-crafted greeting can reassure your callers that their satisfaction and comfort are your top priorities, even when you can’t answer the phone.
It’s an opportunity to convey warmth, professionalism, and the essence of your service, all while providing essential information.
Example:
“Thank you for calling [Your Hotel/Restaurant/Service Company Name], where your experience is our utmost priority. Unfortunately, we’re unable to take your call at the moment. We’re likely assisting other guests or clients.
Please leave your name, contact number, and the reason for your call. If you’re calling to make or change a reservation, inquire about our services, or for any special requests, we want to hear about it and promise to get back to you as soon as possible.
For immediate assistance or to learn more about our services and offers, please visit our website at [Website URL]. Thank you for choosing [Your Company Name], and we look forward to making your experience exceptional. Have a wonderful day!”
20. Voicemail Greeting for Educational Institutions
For educational institutions, a voicemail greeting serves as an important point of contact for students, parents, and staff, providing them with essential information and reassurance when direct communication isn’t possible.
It’s an opportunity to express the institution’s commitment to education and support while guiding callers to the next steps.
Example:
“Thank you for calling [School/College/University Name]. We’re currently unavailable, but we’ll get back to you as soon as we can. Please leave your name, contact information, and reason for calling.
For immediate assistance, visit our website at [Website URL] for FAQs and more information. We appreciate your call and look forward to supporting your educational journey.”
Voicemail Greetings for different departments
21. Voicemail Greetings for Receptions
First impressions count, and the reception’s voicemail greeting is often the first interaction someone has with your company. Make it welcoming and helpful:
Example:
“Hello, you’ve reached the reception desk at [company name]. We’re currently either on another call or out of the office.
Please leave your name, number, and the purpose of your call, and we will ensure the appropriate person gets back to you as soon as possible. Thank you for calling [company name], where your interest is appreciated.”
22. Voicemail Greetings for the Customer Service Phone Number
Customer service is about making sure your clients feel heard and helped, even if it’s through a voicemail.
This greeting sets the right tone for customer support:
Example:
“You’ve reached the customer service team at [company name]. We’re sorry we missed your call. Our team is available from [start time] to [end time], Monday through Friday.
Please leave your name, contact number, and the reason for your call, and one of our customer service representatives will get back to you as soon as possible. Thank you for choosing [company name].”
Sales Voicemail Greetings
23. Voicemail Message for the Sales Department
This greeting not only underscores the sales team’s dedication to customer success but also subtly hints at the high demand and effectiveness of their services.
It’s a smart way to communicate the company’s value proposition while managing caller expectations.
Example:
“Hello, you’ve dialed into the Sales Department at [Company name]. Our team members are currently assisting other clients, helping them [insert goal, such as ‘achieve 25% growth through streamlining HR operations’], and can’t take your call right now.
Kindly leave your name, your company’s name, and your phone number, and we’ll contact you as soon as possible. We appreciate your call!”
24. Highlight Promotions in Your Voicemail
Inform your callers about current promotions, updates, or any new product launches. Doing so could conveniently address some of their inquiries upfront.
Example:
“Thank you for reaching out to [company name]. It sounds like you’re interested in our latest [new product, deal, offer]. We’re thrilled about it as well!
Please leave your name, contact number, and the most convenient time for us to call you back. We’re eager to answer any questions you might have and share the latest updates from [company name] with you. We look forward to talking to you and wish you a wonderful day!”
25. Sales Achievement Voicemail
Utilizing your voicemail to nurture potential leads is a smart move for any sales professional. Such a script lets you briefly highlight how you add value to your clients, reminding callers of your unique selling proposition.
It’s also a clever way to inform people who may have dialed your number by mistake about what you do.
Example:
“Hello, you’ve dialed into [your name] at [your company]. I’m currently assisting others—possibly empowering [type of company] to achieve [X results, like ‘doubling their leads in 50 days,’ ‘recruiting top-tier engineering talent,’ ‘boosting customer conversion by 25%’].
Please leave your contact details, and let’s explore how we can replicate these successes for your business.”
Short and Funny Voicemail Greetings
These messages add personality to your voicemail, using humor, brevity, or promotional hooks to make your greeting stand out—perfect for brands with a more casual or playful tone.
26. Simple Voicemail Greeting
Your clients are busy, and so are you. Opt for these brief voicemail greetings to quickly get to the essence and prompt them to leave a message.
Example 1:
“Hi! Thanks for calling [company name/your name]. Please leave us a brief message, and we will get back to you as soon as possible. Have a great day!”
Example 2:
“You’ve reached [company name]. We can’t take your call right now, let us call you back! Please leave us your name, number, the reason for your call, and the best time to call you back – we don’t want to miss you again. Talk to you soon.”
27. Funny Voicemail Message
When we talk informally, you can try to use humor in your message. This approach is really effective in keeping customers’ attention since they are usually amused and want to hear where you are aiming.
Yet, evaluate whether this type of phone greeting is appropriate for your brand image. It may work with creative industries but not strictly professional ones, such as finance.
Example 1:
“Hi, you’ve reached <your name> at <company name>. We are busy saving the world by <add what your company does best>. If you want to learn more about how we do it, please leave us your name and phone number, and we will get back to you as soon as our mission is complete. Which should be fairly soon. Thank you!”
Example 2:
“This is Bond. James Bond. Okay, it’s not Bond, though I wish I were. It’s really [your last name], [your first name], [your last name]. I’m currently on a mission, perhaps not saving the world with MI6, but I promise to return your call by tomorrow at the latest. Hope you’re having a great day.”
Beyond Voicemail: How CloudTalk Transforms Missed Calls into Great Experiences
A polished voicemail greeting is essential—but it’s only one part of delivering a great caller experience.
With CloudTalk’s phone system for growing businesses, you can go far beyond just recording messages, ensuring customers are greeted, informed, and helped every time they call—whether you answer live or not.
Here’s how CloudTalk makes it happen:
- Custom voicemail greetings for every scenario: Record and schedule unique greetings for business hours, after-hours, holidays, or specific departments. This ensures every caller hears a relevant, on-brand message that fits the moment.
- Outbound voicemail drops: Leave a pre-recorded message instantly when prospects don’t answer, allowing your team to move to the next call without repeating the same pitch over and over.
- 24/7 AI-powered agents: Handle calls around the clock with AI Voice Agents that can capture caller details, answer common questions, qualify leads, and even book appointments—keeping your business responsive after hours.
- Virtual receptionists & IVR menus: Greet callers with a professional multi-level IVR or always-on AI receptionist that guides them to the right department, shares important updates, or answers FAQs, reducing hold times and improving satisfaction.
- Smart call routing & business hours scheduling: Automatically route calls to the most appropriate agent, location, or queue based on the time of day, caller input, or availability. If no one’s free, send them to the right voicemail greeting.
- Call recording & analytics: Capture every call for training, compliance, and quality monitoring. Use CloudTalk’s Analytics to identify trends, measure response times, and refine your customer service approach.
With CloudTalk, voicemail becomes a seamless part of a broader, customer-first communications strategy—ensuring every missed call turns into a positive interaction and a potential opportunity.
Never let a call go to waste. Capture, connect, and convert with CloudTalk’s all-in-one business phone system.
Turn Silence into Opportunity
A well-crafted voicemail greeting can turn silence into opportunity. The right words keep leads warm, answer questions before they’re asked, and make every exchange feel personal.
Pick the right template from this guide, make it your own, and record it carefully. Then, amplify its impact with tools that capture every detail, route calls to the right place, and follow up without delay.
With CloudTalk’s AI-powered call center, every missed call becomes a chance to win a customer.
Seal the deal beyond the voicemail. Learn how CloudTalk turns every missed call into real business wins.
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