Guide to voicemail greetings

The 2024 Quick Guide to Professional Business Voicemail Greetings w/ 24 Examples

Are you on the hunt for the perfect voicemail greeting but feeling a bit lost? Maybe the ones you’ve tried sound too laid-back, overly formal, or just don’t hit all the right notes you’re aiming for. Well, you’re in luck!

In this quick guide, we’re diving deep into the art of crafting a professional business voicemail that resonates. Whether it’s the cheerful hello or the promise to return the call, every detail matters in making that first impression count.

For countless professionals and businesses, your voicemail message is the front door to your service, often the customer’s first interaction with you. So, your voicemail mustn’t just sound good, but it feels welcoming and professional, assuring every caller they’ve come to the right place.

Before you press record, let’s walk through some insider tips to elevate your voicemail game. From striking the perfect tone to nailing the content, we’re here to ensure your voicemail greeting leaves a lasting, positive impression.

Or, you can just jump straight to our 24 professional voicemail examples.

1. The Basics of a Professional Voicemail Greeting

Crafting the perfect professional voicemail greeting is a lot like making a great first impression at a networking event. You want to come across as warm, welcoming, and efficient, all without the benefit of a face-to-face interaction.

The key is in the tone of your voice, the clarity of your message, and the brevity of your words. Think of your voicemail as a concise pitch about who you are and what you do, designed to inform and reassure your caller that they’ve come to the right place and will be taken care of.

A great greeting is the cornerstone of effective communication with your clients, partners, or anyone else who might call. It’s your first opportunity to convey professionalism, personality, and the essence of your brand’s customer service philosophy.

By getting it right, you ensure that every caller knows they’re valued from the moment they hear your voice.

Below are five key elements to include in your voicemail greeting:

  • Start with a smile: Your smile comes through in your voice, setting a positive tone.
  • Introduce yourself and your company: Make sure they know who you are and that they’ve reached the right place.
  • Thank them for calling: A simple thank you can make a big difference in how your message is received.
  • Express regret for missing their call: It shows you value their attempt to reach out.
  • Provide a clear next step: Tell them exactly what to do next, ensuring a seamless experience.

2. Customizing Your Message for Your Audience

When it comes to voicemail greetings, one size does not fit all. The most effective messages are those tailored to the specific audience you serve. This customization makes your message more relevant and engaging, whether you’re a lawyer speaking to clients, a local bakery to your customers, or a tech startup to your investors.

By considering who is most likely to call and why they’re calling, you can craft a greeting that resonates, reassures, and guides them to the next step in their journey with you.

Personalizing your voicemail doesn’t just show that you understand your audience; it also sets the stage for the kind of relationship you want to build with them. It’s an opportunity to demonstrate your business’s values, whether that’s reliability, creativity, or care.

It’s about making every caller feel like they’re not just reaching a business but a partner or provider who genuinely wants to hear from them and meet their needs.

Here’s how to make your voicemail greeting feel like a warm, personalized welcome mat for your callers:

  • Know who’s calling: Tailor your tone and message based on whether your audience is formal, casual, or somewhere in between.
  • Mention what you do: Give a quick insight into your services or mission to remind callers why they reached out to you.
  • Use language they understand: Avoid industry jargon unless it’s common knowledge for your audience.
  • Add a personal touch: Let your unique personality or brand voice shine.
  • Update for seasons or events: Keep your message fresh and relevant to show you’re actively engaged with your business and clients.

3. Common Voicemail Mistakes to Avoid

We’ve all encountered voicemails that leave us feeling lost, frustrated, or wanting to hang up. These are often the result of well-intentioned attempts at professionalism that miss the mark. Avoiding common pitfalls is crucial for maintaining professionalism and ensuring your voicemail greeting enhances, rather than detracts from, your caller’s experience.

From overly long messages that test patience to background noise that distracts, these mistakes can easily undermine the professionalism and clarity you’re aiming for.

Remember, your voicemail greeting is integral to your business’s communication strategy. It should be given the same attention to detail as any other aspect of your customer service or marketing efforts.

By avoiding common errors, you can create a voicemail greeting that effectively represents your business and respects your caller’s time and needs.

Below are five common business voicemail message mistakes to watch out for:

  • Going on and on: Keep your message concise to respect your caller’s time.
  • Sounding like a robot: Inject your personality to make the greeting more engaging.
  • Being vague about callback times: Offer a clear expectation for when you’ll return their call.
  • Forgetting to update your message: Ensure your greeting is always current and relevant.
  • Neglecting background noise: Record in a quiet space to maintain professionalism and clarity.

4. Business Voicemail Greeting Examples

Feeling overwhelmed by the thought of distilling your professional essence into a succinct, 20-second voicemail? Let’s take a deep breath together — it’s easier than it seems, we promise.

There’s a fine line between overthinking and perfectly crafting your message. To help steer you away from analysis paralysis and towards clarity and confidence, we’ve curated a selection of voicemail greeting examples just for you.

As you explore these examples, remember: the impact of your voicemail greeting hinges less on the exact words you choose and more on the tone and sincerity with which you deliver them.

Aim for a balance of cheerfulness and warmth, underscored by undeniable professionalism.

So, before you hit the record button on your professional voicemail message, let’s dive into these examples. They’re here to spark your creativity and guide you toward creating a greeting that resonates with your callers and perfectly represents your brand.

Here are 24 professional business voicemail greeting examples:

Example 3:

Example 4:

Example 5:

Example 6:

Example 7:

Example 8:

Example 9:

Example 10:

Example 11:

Example 12:

Example 13:

Example 14:

Example 15:

Example 16:

Example 17:

Example 18:

Example 19:

Example 20:

Example 21:

Example 22:

Example 23:

Example 24:

5. Give It a Shot

Remember, your voicemail greeting is more than just a message; it’s an opportunity to connect, reassure, and set the tone for the customer experience. By infusing your greeting with warmth, clarity, and a touch of your brand’s essence, you create a welcoming entry point into your business that speaks volumes to callers, even in your absence.

So, take a moment to review your current voicemail greeting. Does it convey the message you want? Is it clear, concise, and inviting? If not, it might be time to hit the record button again, keeping in mind the tips and tricks you’ve just learned.

With a little effort and creativity, your voicemail can become one of your strongest tools in building trust and rapport with your customers and partners.

ebook cta

Editor’s Note: The article is part of the blog series Grow Your Business by the marketing team at Unitel, the virtual phone system priced and designed for startups and small business owners.