{"id":290,"date":"2022-12-15T18:30:00","date_gmt":"2022-12-15T23:30:00","guid":{"rendered":"https:\/\/easyonhold.com\/blog\/?p=290"},"modified":"2026-07-23T09:40:11","modified_gmt":"2026-07-23T13:40:11","slug":"what-should-my-voicemail-greeting-say","status":"publish","type":"post","link":"https:\/\/easyonhold.com\/blog\/what-should-my-voicemail-greeting-say\/","title":{"rendered":"What Should My Voicemail Greeting Say?"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">New phone system, new phone <strong>voicemail greeting<\/strong>. Now is the time to ask, &#8220;What should my work voicemail greeting say?&#8221; It could be the perfect opportunity to put together a fresh, professional voicemail greeting.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This article was published in 2011 and has helped thousands. After COVID, there are a few more tips we can provide, so enjoy this updated article. Let&#8217;s think about the basic DOs and DON&#8217;Ts to help you craft the best voicemail greetings. For more ideas and information we also posted an article called <a href=\"https:\/\/easyonhold.com\/blog\/guide-to-the-best-professional-voicemail-greeting-recordings\/\">Guide To Best Professional Voicemail Greeting Recordings<\/a>. Take a look there, too.<\/p>\n\n\n\t\t\t\t<div class=\"wp-block-uagb-table-of-contents uagb-toc__align-left uagb-toc__columns-1  uagb-block-7dcaf336      \"\n\t\t\t\t\tdata-scroll= \"1\"\n\t\t\t\t\tdata-offset= \"30\"\n\t\t\t\t\tstyle=\"\"\n\t\t\t\t>\n\t\t\t\t<div class=\"uagb-toc__wrap\">\n\t\t\t\t\t\t<div class=\"uagb-toc__title\">\n\t\t\t\t\t\t\tTable Of Contents\t\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<div class=\"uagb-toc__list-wrap \">\n\t\t\t\t\t\t<ol class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#faq-for-voicemail-messages\" class=\"uagb-toc-link__trigger\">FAQ for voicemail messages<\/a><ul class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#should-i-apologize-for-not-being-available\" class=\"uagb-toc-link__trigger\">Should I apologize for not being available?<\/a><li class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#whats-the-most-important-part-of-a-voicemail-message\" class=\"uagb-toc-link__trigger\">What&#039;s the most important part of a voicemail message?<\/a><li class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#should-i-ask-about-the-reason-for-the-call\" class=\"uagb-toc-link__trigger\">Should I ask about the reason for the call?<\/a><li class=\"uagb-toc__list\"><li class=\"uagb-toc__list\"><a href=\"#should-i-ask-for-an-email-address\" class=\"uagb-toc-link__trigger\">Should I ask for an email address?<\/a><\/li><\/ul><\/li><li class=\"uagb-toc__list\"><a href=\"#what-not-to-say-in-your-phone-greeting\" class=\"uagb-toc-link__trigger\">What NOT to say in your phone greeting<\/a><li class=\"uagb-toc__list\"><a href=\"#voice-mail-template-identify-instruct-reassure\" class=\"uagb-toc-link__trigger\">Voice mail template: identify, instruct, reassure<\/a><li class=\"uagb-toc__list\"><a href=\"#download-the-cheat-sheet\" class=\"uagb-toc-link__trigger\">Download the Cheat Sheet<\/a><li class=\"uagb-toc__list\"><a href=\"#get-more-great-tips-from-our-newsletter\" class=\"uagb-toc-link__trigger\">Get more great tips from our newsletter.<\/a><li class=\"uagb-toc__list\"><a href=\"#business-voice-recordings-messages-and-automated-attendant-ivr-scripts\" class=\"uagb-toc-link__trigger\">Business Voice Recordings, Messages and Automated Attendant \/ IVR Scripts<\/a><\/ul><\/ol>\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\n\n\n<h2 class=\"wp-block-heading\">FAQ for voicemail messages<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">We begin by addressing the tried and true rules of making a professional voice mail recording (greeting).<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"block-48dd2ce5-cb86-40cb-b1d6-33d623d0637f\">Should I apologize for not being available?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Should you apologize for not being unavailable? No. We are all busy and can&#8217;t always babysit the phone. Saying &#8220;sorry&#8221; or &#8220;your call is important,&#8221; might cause your caller to be skeptical. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\">What&#8217;s the most important part of a voicemail message?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The point of the voicemail greeting is to help the caller. We do this by telling the caller <em>what to do<\/em>. As an example, you can say, &#8220;please leave a message.&#8221; This is the most important part of the professional voice mail script.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Should I ask about the reason for the call? <\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes, it is okay to ask your caller why they&#8217;re trying to reach you. Your caller may volunteer some information you can use to prepare for a return call.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Should I ask for an email address?<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Yes, you can ask for your caller&#8217;s email address in addition to a phone number. <\/p>\n\n\n\n<h2 class=\"wp-block-heading\">What NOT to say in your phone greeting<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Our friend Nancy Friedman, a.k.a.<a href=\"https:\/\/nancyfriedman.com\/2019\/04\/23\/lets-talk-voice-mail\/\"> The Telephone Doctor<\/a> has provided lots of ideas and information about communicating over the phone. Here are some of Nancy&#8217;s best DON&#8217;Ts for your voicemail message recording:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Please do NOT say:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>&#8220;I am not at my desk&#8221; (Duh)<\/li>\n\n\n\n<li>&#8220;I can&#8217;t come to the phone&#8221; (Obviously)<\/li>\n\n\n\n<li>&#8220;I &#8216;m not here right now&#8221; (OK, I got that)<\/li>\n\n\n\n<li>&#8220;I will return your call as soon as possible&#8221; (You mean you might call be back)<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"block-48dd2ce5-cb86-40cb-b1d6-33d623d0637f\">Voice mail template: identify, instruct, reassure<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Here is a helpful 3-point voicemail template you can use: Identify, Instruct, Reassure. <\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>IDENTIFY:<\/strong> &#8220;Hi, this is Sue Smith&#8221; (optional job title\/department)<\/li>\n\n\n\n<li><strong>INSTRUCT:<\/strong> &#8220;Please leave a message with your name, email address, and phone number&#8221; (optional: &#8221; tell me when is the best time to call&#8221;) (optional: &#8220;and let me know the reason for your call&#8221;)<\/li>\n\n\n\n<li><strong>REASSURE:<\/strong> &#8220;I&#8217;ll contact you as soon as possible&#8221; (optional: &#8220;you may email me at Sue dot Smith at easy on hold dot com&#8221;) (optional: &#8220;thanks&#8221;) (optional: &#8220;have a great day&#8221;)<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-download-the-cheat-sheet\">Download the Cheat Sheet<\/h2>\n\n\n\n<div data-wp-interactive=\"core\/file\" class=\"wp-block-file\"><object data-wp-bind--hidden=\"!state.hasPdfPreview\" hidden class=\"wp-block-file__embed\" data=\"https:\/\/easyonhold.com\/blog\/wp-content\/uploads\/What-Should-My-Voicemail-Greeting-Say.pdf\" type=\"application\/pdf\" style=\"width:100%;height:600px\" aria-label=\"Embed of What-Should-My-Voicemail-Greeting-Say.\"><\/object><a id=\"wp-block-file--media-cd158d93-e382-43ad-b102-7500db7a5df7\" href=\"https:\/\/easyonhold.com\/blog\/wp-content\/uploads\/What-Should-My-Voicemail-Greeting-Say.pdf\">What-Should-My-Voicemail-Greeting-Say<\/a><a href=\"https:\/\/easyonhold.com\/blog\/wp-content\/uploads\/What-Should-My-Voicemail-Greeting-Say.pdf\" class=\"wp-block-file__button wp-element-button\" download aria-describedby=\"wp-block-file--media-cd158d93-e382-43ad-b102-7500db7a5df7\">Download<\/a><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-get-more-great-tips-from-our-newsletter\">Get more great tips from our newsletter.<\/h2>\n\n\n\n<div class=\"wp-block-leadin-hubspot-form-block\">\n\t\t\t\t\t\t<script>\n\t\t\t\t\t\t\twindow.hsFormsOnReady = window.hsFormsOnReady || [];\n\t\t\t\t\t\t\twindow.hsFormsOnReady.push(()=>{\n\t\t\t\t\t\t\t\thbspt.forms.create({\n\t\t\t\t\t\t\t\t\tportalId: 20528539,\n\t\t\t\t\t\t\t\t\tformId: \"f65b0791-4859-4503-9abc-d898d4ed292e\",\n\t\t\t\t\t\t\t\t\ttarget: \"#hbspt-form-1793857676000-0740124838\",\n\t\t\t\t\t\t\t\t\tregion: \"na1\",\n\t\t\t\t\t\t\t\t\t\n\t\t\t\t\t\t\t})});\n\t\t\t\t\t\t<\/script>\n\t\t\t\t\t\t<div class=\"hbspt-form\" id=\"hbspt-form-1793857676000-0740124838\"><\/div><\/div>\n\n\n\n<hr class=\"wp-block-separator has-alpha-channel-opacity\" \/>\n\n\n\n<h2 class=\"wp-block-heading\">Business Voice Recordings, Messages and Automated Attendant \/ IVR Scripts<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">What other types of <strong>voicemail messages<\/strong> are there? Here are some opportunities to communicate clearly to your callers and customers:<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>After-Hours Greeting.<\/strong> To help callers get the answers they need, indicate whether they can leave a message when you will reopen, and what to do in the event of an emergency.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">F<strong>requently Asked Questions. <\/strong>Phone Greeting. Some callers can get quick answers to easy questions by using your phone voicemail. You can offer a recorded message to help with directions, email address, website wiki, and return policies.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong><a href=\"https:\/\/easyonhold.com\/solutions\/auto-attendant\/\" target=\"_blank\" rel=\"noreferrer noopener\">Automated Attendant<\/a>. <\/strong>The term Auto Attendant refers to a pre-recorded greeting used to answer incoming phone calls during business hours. Automated greetings are handy when you&#8217;re too busy, during peak hours, or in the place of a receptionist. In addition, auto-attendant messages should be carefully scripted. Consider using a professional service such as Easy On Hold. In general, the right greeting will improve your brand image while reducing frustration.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>IVR Recordings.<\/strong> The Interactive Voice Response recordings are in use on larger phone systems, call centers, contact centers, etc. These can go several layers deep, and often require the service of a phone system architect. Republic Services, Westinghouse, NYU Langone Health Center, Shaw Flooring, Frontier Communications, and many other companies have turned to Easy On Hold.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Translations and Foreign Voice IVR Recordings. <\/strong>International companies must use dependable translation services and a professional foreign voice recording service, such as offered by Easy On Hold. There&#8217;s an online tool for <a href=\"https:\/\/easyonhold.com\/solutions\/international-voices\/\">auditioning foreign voiceover samples for international use<\/a>, right at easyonhold.com.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Here are some quick DOs and DON&#8217;Ts that will simplify voicemail greetings. Please call Easy On Hold at 888-7898-4653 for professional voicemail greetings recordings.<\/p>\n","protected":false},"author":1,"featured_media":3934,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"content-type":"","_uag_custom_page_level_css":"","footnotes":""},"categories":[100],"tags":[43,71,150,129,92,30,151],"class_list":["post-290","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-ivr-voice-prompts","tag-auto-attendant","tag-ivr","tag-ivr-scripts","tag-professional-voicemail-greeting","tag-voice-recordings","tag-voicemail","tag-work-voicemail-greeting"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v28.8 (Yoast SEO v28.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What to Say in a Voicemail Greeting?<\/title>\n<meta name=\"description\" content=\"What to say in a voicemail greeting that sounds professional, builds trust, and tells callers exactly what to do next. 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