When a customer calls your business and you can't pick up, what do they hear? That first message is your business phone message. It is often the first time someone talks to your brand. It sets the stage for what happens next.

Why Your Business Phone Message Is Your First Impression

Think about the last time you called a company. Did you hear a fuzzy or unclear voicemail? It does not make you feel good about the company. Now, think about a clear and helpful message. That small touch builds trust. It makes you feel like you called the right place.

Your business phone message is more than just a "we're not here" note. It is like a robot helper for your company that works all day and night.

The Impact of a Great Greeting

A good message does not just give facts. It tells callers what to expect and helps them find a solution. It can turn a missed call into a good brand moment.

Here’s what a great message can do for you:

• Reduces Hang-Ups: A good greeting tells callers they have the right number. This makes them more likely to leave a message.
• Builds Brand Credibility: It makes you look like a good, organized business. It works for a one-person shop or a big company.
• Provides Key Information: You can answer common questions. You can share your hours, address, or website. This saves everyone time.

A good phone message shows customers you care about their time. It's an easy way to look professional before you even talk to them.

This is true for every inbound call you get. Each ring is a chance to do well. Even if you miss the call, what happens next is important. To do this well, you should learn about client communication best practices.

Meeting Modern Customer Expectations

The phone call is still very important for business. But how customers act is changing. People want faster, easier ways to connect. For example, many people now use business text messages for quick questions.

In fact, 82% of people read new text messages in five minutes. That speed changes how you talk to customers.

A smart plan uses both a great phone message and other choices, like texting. This lets you connect with every customer in the way they like best.

Crafting Your Main Voicemail Greeting

Think of your main voicemail greeting as a digital handshake. It's often the first real chat a customer has with you when you can't answer. It needs to be clear, professional, and tell them what to do.

The best greetings are simple. The goal is to be helpful, not fancy. You want to sound nice and professional. This makes callers feel good about leaving a message and that you will call back.

The Four Essential Parts Of A Voicemail Greeting

Every great business voicemail has a few key parts that work together. If you miss one, you might confuse the caller.

Here is a simple list of what every good voicemail greeting should have.

Key Parts Of A Great Voicemail Greeting

When you put it all together, you get a message that is short and useful. Remember to keep it short. A great greeting is usually around 20 to 30 seconds long. Any longer, and people might hang up.

A great business phone message is like a good map. It tells the caller where they are and how to get where they need to go.

Ready-To-Use Voicemail Scripts

To get you started, here are a few examples you can change for your business. Notice how they both have the four key parts, but each has a different feel.

Friendly & Casual Script (For a small shop or solo business owner): "Hi, you've reached Mike's Mowing! We're out making lawns look great right now. Please leave your name, number, and a short message. We'll call you back in a few hours. Thanks for calling!"

Professional & Direct Script (For a service-based office): "Thank you for calling Bright Smiles Dental. All our staff are helping other patients right now. Please leave your name, phone number, and why you are calling. We will call you back by the end of the day. If this is a dental emergency, please hang up and dial 911."

These are just ideas to start with. The most important thing is to find a script that sounds natural for you. For more ideas, check out these other professional phone greeting examples. They cover messages for after hours, holidays, and more.

Writing Phone Scripts for Every Situation

A one-size-fits-all phone message does not work. Your business changes, and your phone greetings should too. Having the right script for any time shows customers you are organized and caring.

A normal after-hours message is a good start. But special messages for holidays or when you are closed make a big difference. They make your business sound professional.

Scripts for After-Hours and Weekends

When someone calls after you close, your message needs to do two simple things. First, tell them they called the right place. Second, tell them when you will call back. This helps them know what to expect.

Here are a couple of good examples you can use:

• Standard Closing: "Thank you for calling [Your Business Name]. Our office is closed. We are open Monday through Friday, from 9 AM to 5 PM. Please leave your name and number, and we'll call you back on the next business day."
• Weekend Greeting: "You've reached [Your Business Name]. We're closed for the weekend. We will reopen on Monday at 8 AM. Leave us a message, and we'll get back to you then. Have a great weekend!"

Holiday and Temporary Closure Messages

Holidays or a sudden closing need a special message. These messages should be friendly and clear. Tell callers exactly when you will be back. This simple step stops callers from getting upset and shows you care about their time.

Here’s how you can handle these times:

• Holiday Greeting: "Happy Holidays from the team at [Your Business Name]! We are closed to be with our families. We will reopen with normal hours on [Date]. Please leave a message, and we'll call you when we get back. We hope you have a wonderful holiday!"
• Unexpected Closure: "Thank you for calling [Your Business Name]. Our office is closed today, [Date], for a team meeting. We'll be back tomorrow, [Date], at our regular time. We are sorry for any trouble this may cause."

A special, short-term business phone message is a sign of great customer service. It shows you are thinking ahead and value your callers' time.

Making On-Hold Time Work for You

On-hold messages are a great tool that many people forget. Instead of just music, you can use that time to share helpful information. This keeps callers from getting bored and can even answer their questions before you pick up.

What do your customers ask about all the time? Use your on-hold script to tell them.

• Share a sale or special offer.
• Tell them about your website's FAQ page.
• Remind them of your business hours or location.

For example, you could say: "Thanks for holding. While you wait, did you know you can see our services and book appointments online at [YourWebsite.com]? We'll be with you shortly."

This kind of helpful communication is key. In 2024, businesses and customers had 530 billion talks on mobile phones. This shows how important messaging is becoming. To learn more, check out Infobip's comprehensive Messaging Trends Report.

Tips For A Clear And Professional Recording

You have a great script ready. But the job is only half done. How your recording sounds is just as important as the words. A clear, friendly recording makes your business sound good. A fuzzy or rushed one can send the wrong message.

The good news is you don't need a fancy studio to sound great. A few simple tricks can help your message sound polished and easy to understand.

Who Should Record Your Message

First, who will be the voice of your business? You have three good choices. The right one depends on your brand and your budget.

• Do It Yourself (DIY): This is great for small businesses that want a personal feel. The owner or a team member can record the message. Just make sure the person speaks clearly and sounds friendly.
• Hire a Professional: If you want a perfect, high-quality sound, you can hire a voice actor. They have experience and will give you a great recording.
• Use AI Voice Services: New AI tools can make voices that sound real. This is a good choice if you need something fast or have a smaller budget.

No matter which you choose, the goal is the same. The voice on your business phone message should sound warm, confident, and easy to understand.

Recording Do's And Don'ts

Once you have picked your voice, it's time to record. A little prep can help you avoid common mistakes and get a great recording on the first try.

Here is a quick guide to make sure your business phone message sounds professional.

By following these simple tips, you can make a business phone message that helps callers and makes them feel important.

Making Your Phone Messages Work with Your Business Tools

A great business phone message should not be all by itself. Think about it. If a customer hears one thing on your voicemail but sees something else online, it is confusing. A common mistake is having different business hours listed. This can make you look messy and lose a customer's trust.

The key is to connect your phone messages to your other business tools. When everything matches, from your Google page to your voicemail, you give every caller a smooth, professional experience.

Syncing With Your Google Business Profile

For many people, your Google Business Profile is the first time they see your company. And a huge 60% of people will call a local business right after finding them on Google. When that phone rings, the details need to match.

Here is something I see happen too often: a customer sees on Google that you are open from 9 AM to 5 PM. They call you at 4:45 PM but get a message saying you are closed. Right away, they are upset. That is a terrible first impression.

The fix is simple. Make it a habit to update your Google profile and your phone greetings at the same time.

• Holiday Hours: Setting special hours on Google for a holiday? Record a matching holiday greeting for your phone.
• Temporary Closures: If you close early for a team meeting, update both your Google hours and your phone message.
• Seasonal Changes: When you change to summer hours, make sure that change is everywhere.

Treat your Google Business Profile and your business phone message like they are one thing. When they match, it makes for a smooth and professional customer experience.

Updating Your Phone System Greeting

Changing your greeting is usually easy. Most new phone systems let you use a website or a mobile app to manage your messages. This is much easier than the old way of calling your own voicemail to record.

Some phone systems do even more. An automated phone answering service can connect to your business calendar or Google page. This means your phone system can automatically tell callers the right information. You don't have to do anything for small schedule changes. It is a great way to make sure your messages are always correct.

Answering Your Top Questions About Business Phone Messages

Even with the best ideas, you might still have questions. People ask me about these things all the time, so let's look at the most common ones.

How Often Should I Update My Voicemail Greeting?

Think of your main greeting like the sign on your door. You should listen to it every six months to make sure it still sounds right and the info is correct. An old message can make it seem like you are not paying attention.

But some things need a new message right away. Don’t wait on these:

• Holidays: A quick "Happy Holidays!" message is a nice touch.
• Vacations: Always let callers know if you're out and when you'll be back.
• Changes in Hours: This is very important. Nothing makes a customer more upset than a wrong phone message about when you are open.
• Special Promotions: Your voicemail is a free ad! Use it to tell callers about a sale.

Keeping your message fresh is a small detail that tells customers you care.

What Is The Best Length For A Voicemail Greeting?

The best length is between 20 and 30 seconds. This is usually enough time to welcome the caller, give key info, and ask them to leave a message.

If your message is too long, people might hang up before the beep. Be clear, be short, and be helpful.

A great business phone message respects the caller's time. Get to the point quickly, give clear instructions, and let them leave their message.

Should I Record The Message Myself Or Hire Someone?

This really depends on your brand.

For many small businesses, recording it yourself adds a personal touch. Hearing the owner's friendly voice can make a company feel more real and easy to talk to.

But a professional voice actor sounds very polished. This might be a better fit for a larger company or a brand that needs to sound more serious. There is no wrong answer. Just think about the feeling you want to give your customers.

Can I Use Music In My On-Hold Message?

Yes, but be careful. The most important rule is to only use royalty-free music. You do not want a legal problem over a background song.

The music should never be louder than the message. Keep it low in the background. Many businesses use a mix of soft music and short, spoken tips. You can mention your website, talk about a service, or share a quick fact. It makes the hold time feel more useful for the caller.

For businesses looking for new ways to send messages, like straight to voicemail, this getting started guide on ringless voicemail explains how that works.