Sales Director
To ensure the best possible service for your business, you must have a professional voicemail so customers understand the next steps. Need help crafting the perfect voicemail? We’ve created 18 voicemail templates that include all you need to maintain high-level service.
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When your staff is unavailable, or your office is closed, you still want to ensure that your customers receive the best possible service. Despite efforts to manage call answering, peak hours may still leave operators unreachable at times, which is exactly the moment a well-crafted business voicemail steps in to protect your reputation and reassure the caller.
Maintaining excellent client service starts with having a simple message at the end of a call when your team cannot reach the phone. This voicemail system should share a warm welcome greeting with alternative methods of contacting your business and encouraging callers to leave a message, among other essential elements, which we will explore later in this blog. Whether you're hunting for professional voicemail greeting examples for an entire department or a single professional voicemail message for business use on your own extension, the same core principles apply.
But you may be thinking - "I already have a voicemail message", but ask yourself this - When was the last time you updated it? A month ago? A year? Perhaps it's been untouched for over five years? It's crucial to regularly update your voicemail to match current business operations, something that we will explore in more depth later.
Let's explore the essential components of an effective voicemail message, along with over 30 templates tailored for various occasions, departments, and situations - from a christmas out of office phone message to short voicemail greetings and everything in between - to help you craft the perfect voicemail greeting.
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A good business voicemail should be short, sweet, to the point and should be no longer than a few sentences. The tone and points to include in the voicemail can depend on your industry and situation, but it needs to reflect your business values and what your customers should expect when dealing with your company. Think of it as a professional voicemail greeting rather than a throwaway message - for many callers, it's the very first impression they get of your company when they can't reach you directly.
No matter what industry you lie within, your voicemail message needs to inform the caller about who they have reached and why the business is unavailable for contact. A good voicemail should predict why the person is calling and answer frequently asked questions within a few short sentences. It should also include alternative methods for contacting the company with apologies for being unable to reach the phone. Many businesses rely on a fairly standard voicemail greeting for every extension, but the best-performing companies tend to tailor theirs slightly by department, so a caller reaching sales hears something a little different from a caller reaching support.
If you've ever wondered what is a good business voicemail greeting really needs to achieve, the answer usually comes down to three things: clarity, warmth, and a clear next step for the caller. Get those right and you've already got a good voicemail for business, regardless of your industry.
Let's explain in a bit more detail about what you should include in your business voicemail. Crafting the right message holds significant importance, so you need to make sure that you follow some rules when writing your voicemail message. Constructing a balance between conciseness and warmth is key - so you can ensure that it's easily digestible and inviting for the caller. To help guide you, here are some key points to consider as you compose your new business voicemail:
Once you've ticked off each of these points, you effectively have a voicemail script for business use that any member of staff could read aloud and record within minutes. Some companies choose to write out several voicemail message examples first, test them out loud on colleagues, and then pick the version that sounds most natural before it becomes their new standard voicemail greeting.
Writing the perfect voicemail can be challenging, so here are our top tips on what to remember when scripting and updating your voicemail message.
When you miss a call, callers might feel frustrated or upset, so you want to ensure you defuse any annoyance caused by your unavailability. Keep your message polite by welcoming the caller with a warm and friendly greeting delivered in a gentle manner. A good phone greeting message sets the tone for the whole call, even before the caller has left their details. Something along the lines of: "Hello and welcome to [company], we're very sorry, we're experiencing a high volume of calls at the moment…"
Offer your callers a solution by mentioning other available contact methods if your phone lines are busy. Other forms of communication can include email, live chat, instant messaging and social media. Mentioning other methods of communication can enhance your customer service and help customers find a better method of getting in contact with your company when your phone team is busy. Offering these alternatives turns a simple answer phone message into a genuinely useful business message example that callers appreciate rather than resent.
No one likes to listen to a long voicemail, especially if no one answers the phone at the end of the message. Keep it short and sweet - nothing longer than two sentences long. Ensure all vital information is conveyed effectively, incorporating the key points mentioned earlier in 'What should I include in a voicemail greeting?'. This is exactly why short voicemail greetings tend to perform better than long-winded ones - callers switch off (sometimes literally) the moment a message starts to drag.
Tip: Write a script before you record your voicemail message so that you include all the key points and avoid all the 'fluff' words.
Each time you record a new voicemail, take a moment to review it. Ensure your voice is clear and your communication is effective throughout the recording. This practice helps avoid rambling or speaking too quickly, ensuring that listeners can understand you clearly. It's also the moment to check whether your professional voice mail greeting actually sounds professional once played back, rather than rushed or mumbled.
Before recording your voicemail message, settle into a comfortable environment and eliminate any background noise. Being in a relaxed setting enhances your friendliness and approachability in the voicemail. If you feel uncertain, consider doing multiple takes and reviewing each recording to identify areas for improvement with every attempt - this is the basis of any decent professional message recording process, whether you're doing it yourself or briefing a colleague to do it for you.
When was the last time you updated your voicemail message? Something you created a year ago might not feel relevant anymore, so you should aim to update your voicemail as regularly as possible. Consider aligning your voicemail with current business developments, team absences and holiday schedules. Keeping your voicemail updated will ensure that callers are informed of the latest updates and provide a clearer understanding of when your company will respond. This is particularly important around December - a christmas out of office phone message left running into January looks careless, so build a quick calendar reminder to swap seasonal messages in and out on time.
If writing from scratch feels daunting, start from a professional voicemail greeting template rather than a blank page. A template gives you a reliable structure - greeting, identification, apology, alternative contact, call to action - that you can then adapt with your own tone of voice, department names and timeframes. Many small businesses keep a master professional voicemail message for business template on file, then simply swap out the details for holidays, staff absences or new starters, which saves a lot of re-writing every time circumstances change.
Not all voicemail messages are created equal. A basic voicemail - the robotic, auto-generated "the person you are calling is unavailable" message that comes as standard with many phone systems - does the job technically, but it does nothing for your brand. Professionally recorded greetings, by contrast, use a real, well-paced human voice (yours, a colleague's, or a voice-over artist's) reading a properly written script. If you're serious about customer experience, it's well worth investing the extra half hour to move away from the basic voicemail your phone system ships with and towards something that actually sounds like your business.
Here are over 30 examples of voicemail message examples for every type of occasion, situation, department or individual in the business - covering everything from a standard voicemail greeting for reception through to seasonal and small business voicemail greeting examples.
"Hello, and thank you for calling [Company Name]. You've reached our [Department]. We apologise that we're unable to take your call at the moment. Please leave your name, number and a brief message, and we'll get back to you promptly. If you need emergency assistance, please get in touch with our alternative number on [Number]. Thank you for your patience!"
"Greetings from [Company Name]! You've dialled our central reception line. We're sorry we couldn't connect right away. Your call is important to us. Please leave your details after the tone, and we'll return your call as soon as possible. If you prefer, check out our website at [Website URL] for additional details. Thank you for your understanding."
"Thank you for contacting us at [Company Name]. This is our main office line in [Department], and we regret not being available to answer your call right now. Please leave us a message with your name, contact number and reason for calling, and we'll make sure to get back to you promptly. For more information about our services, please visit our website at [Website URL]. We appreciate your understanding."
"Hello, and welcome to [Company Name]. You've reached our main reception line, and we're sorry for any inconvenience caused by missing your call. Please leave a detailed message after the tone, including your name, number, and the purpose of your call, and we'll respond in [Timeframe]. Alternatively, you can schedule a callback time by visiting our website at [Website URL]. Thank you for considering us."
"Hello, you've reached the customer service team at [Company Name]. We’re sorry that we cannot answer the phone right now because [Reason]. We're eager to assist you, so please leave your query and contact details, and we'll swiftly address your concerns within [Timeframe]. Thank you for your understanding."
"Thank you for reaching out to our customer service at [Company Name]. We're currently experiencing an influx in calls, and all our operators are assisting other customers. Please leave your name and number, and we'll prioritise getting back to you as soon as possible."
"Hi there! You've reached [Employee's Name] at [Company Name]. I'm sorry I can't take your call at the moment. Your message is important to me, so please leave your name, number and reason for calling, and I'll get back to you as soon as possible. For additional information about our services, feel free to visit our website at [Website URL]. Thank you!"
"Hello, and thank you for contacting [Employee's Name] at [Company Name]. I regret missing your call. Please leave a detailed message with your name, contact information and the purpose of your call, and I'll make it a priority to return your call promptly. If you prefer, you can also schedule an alternative time to talk. Meanwhile, check out our website at [Website URL] for more information. Have a great day!"
"Hi there, you've reached the voicemail of [Employee's Name] from [Company Name]. I apologise for not being available to take your call right now, I am currently [reason for being unavailable]. Please leave your name, number and a brief message, and I'll ensure to get back to you in [Timeframe]. If you need immediate assistance, please contact [alternative contact or department]. Thank you for your understanding!"
These sorts of voicemail message examples for work are especially handy for new starters who need a voicemail greeting for work but aren't sure how formal to make it - feel free to soften or firm up the wording depending on your company culture.
"Welcome to [Company Name]. Unfortunately, our office is currently closed. We're sorry for any inconvenience caused. Please leave your contact details, and we'll get in touch when the office opens at [Time]. For more information, check out our website at [Website URL]."
"Thank you for calling [Company Name]. We're sorry for missing your call; our office is closed at the moment. Please leave a detailed message with your name, contact number, and the nature of your inquiry, and we'll get back to you as soon as possible when we resume operations. For additional information, visit our website. Thank you for your understanding."
"Happy holidays! Thanks for calling [Company name], but unfortunately, we're out of the office until [Date]. Please leave your contact details, and we will get back to you as soon as we return. We hope you enjoy the holiday season."
"Season's greetings from [Company Name]! You've reached out to us during this festive time. We're sorry we can't take your call right now, but your message matters! Please leave your details, and we'll jingle all the way back to you shortly. For additional details, hop over to our website and explore. Happy Holidays!"
Sometimes, a short and sweet will do just the trick! Here are a few voicemail greetings that get straight to the point without the fluff.
"Hello! You've reached [Company Name] - sorry for missing your call. Please leave your contact details, and we'll get back to you in [Timeframe]. Thanks!
"Thanks for calling [Company Name]. We're sorry, but we're currently experiencing an influx of calls. Leave a message, and we'll respond or chat to us on [Live chat URL]."
"Hello from [Company Name]. Apologies for missing your call. Please leave a message, and we'll get in touch within [Timeframe]."
"Hello! You've reached [Company Name]. Sorry, we couldn't answer. Leave your details, and we'll call back. Visit our website for more information about our services at [Website URL]."
"Good evening. You've reached [Company Name]. We're closed at the moment but will reopen at [Opening Time]. Please leave your details, and we'll respond when we're back. Thank you!"
"Thank you for calling [Company Name]. We're currently on another line. Kindly leave your information, and we'll return your call shortly."
December brings its own challenges, with reduced staffing and unpredictable bank holidays, so it's worth having a dedicated Christmas out-of-office phone message ready to go rather than relying on your standard voicemail greeting. Here are a few holiday voicemail greetings written specifically with the festive period in mind.
"Merry Christmas and thank you for calling [Company Name]! Our office is closed for the festive break from [Date] until [Date]. Please leave your name, number and a short message, and we'll get back to you as soon as we're back at our desks. Wishing you a wonderful Christmas and a happy New Year!"
"Season's greetings from all of us at [Company Name]. Our team is currently enjoying a well-earned Christmas break and will return on [Date]. Please leave your details after the tone, and we'll respond as a priority once we're back. Thank you, and happy holidays!"
"Thanks for calling [Company Name]. Our office is closed over Christmas, reopening on [Date] at [Time]. For anything urgent in the meantime, please email [Email Address]. Otherwise, leave your message here and we'll get back to you when we return. Merry Christmas!"
Beyond Christmas, there are plenty of other reasons your office might be closed - bank holidays, staff training days, or unexpected closures. These office closed voicemail message examples work well whenever your usual opening hours don't apply.
"Thank you for calling [Company Name]. Our office is currently closed for [Reason, e.g. a bank holiday/staff training day]. We'll reopen at [Time/Date]. Please leave your name, number and message, and a member of our team will call you back as soon as we're open again."
"Hello, and thanks for getting in touch with [Company Name]. Our office is closed today, but normal service resumes on [Date]. Leave your details after the tone, or email us at [Email Address], and we'll get back to you as soon as possible."
"You've reached [Company Name]. Our office is closed at the moment outside of our usual opening hours of [Opening Hours]. Please leave a message, and we'll call you back when we reopen. Thank you for your patience."
If you run a smaller operation, you don't need anything overly corporate - in fact, small business voicemail greeting examples tend to work best when they sound personable and a little more relaxed than a large call centre script. Here are a few options that strike that balance.
"Hi, you've reached [Owner's Name] at [Company Name]. Sorry I've missed your call - as a small team, we're probably with another customer right now. Leave your name, number and a quick message, and I'll call you back personally as soon as I can."
"Thanks for calling [Company Name] - we're a small, friendly team, so please bear with us if we can't always get straight to the phone. Leave your details and what you're calling about, and we'll ring you back the same day wherever possible."
"Hello, you've reached [Company Name]. We're a small business, so all calls really do matter to us. Please leave your message after the tone, and one of us will call you back personally, usually within [Timeframe]."
Sometimes you just need a reliable business answer machine message you can drop into any extension without much customisation. These business answer phone message and company voicemail message examples work well as an all-purpose fallback.
"Thank you for calling [Company Name]. All our lines are currently busy. Please leave your name, number and a brief message after the tone, and we'll return your call as soon as an operator is free."
"You've reached [Company Name]'s answer phone. We're sorry we can't take your call right now. Please leave your details, and a member of our team will get back to you shortly."
"Hello, this is [Company Name]. We're unable to answer at the moment, so please leave your name, number and reason for calling after the beep, and we'll call you back as soon as possible."
A professional voicemail greeting UK businesses use tends to follow a slightly different tone to greetings you might hear from companies overseas - generally a touch more formal, but still warm. A few things worth bearing in mind when writing telephone greetings examples for a UK audience:
None of this needs to be complicated - it's really just about making sure your good voicemail greetings sound like they genuinely belong to a UK business, rather than a generic script translated from elsewhere.
If you're still staring at a blank page, here's a simple checklist covering what to say on answer phone message recordings, whether it's for a whole department or your own direct line. Good telephone answering messages tend to tick most, if not all, of these boxes:
Run through this list any time you're recording new voicemail messages examples for your team, and you'll rarely go far wrong.
If you'd like a ready-made professional voicemail message for business template to adapt for your own company, here's a simple voicemail message sample you can copy, paste and personalise:
"Hello, you've reached [Company Name/Department]. We're sorry we can't take your call right now because [reason, optional]. Please leave your name, contact number and a short message after the tone, and we'll get back to you within [timeframe]. If your enquiry is urgent, you can also reach us at [email/website/alternative number]. Thank you for calling, and we'll speak soon."
This voice message sample covers every essential element we've discussed - greeting, identification, apology, call to action and alternative contact - so it works well as a starting point whether you're recording a message for a single mobile extension or a shared company voicemail message examples library used across several departments.
If you're contemplating an upgrade to your phone system, then T2k is here to help with expert guidance and support. Our customised solutions and advanced technology ensure a smooth transition to an enhanced phone system, complete with professionally recorded greetings, flexible voicemail routing and all the tools you need to keep every business voicemail message on brand. Get in touch with T2k today to streamline and optimise your business's phone system for maximum effectiveness.
With over 25 years’ experience at T2k, Lee began his career as a telecoms engineer before progressing to Sales Director. He leverages his foundational technical knowledge to provide businesses with impartial, expert advice on modern communications, specialising in VoIP and cloud telephony. As a primary author for T2k, Lee is dedicated to demystifying complex technology for businesses of all sizes.
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