What Is Business Voicemail Greeting and How to Make Your Own

When someone calls your business and you can’t answer, your voicemail greeting speaks for you.

That short message can shape how people see your business. It can sound warm, helpful, or even leave callers feeling ignored. That’s why having a clear and friendly business voicemail greeting is so important.

In this article, you’ll learn what a business voicemail greeting is and why it matters. We’ll also share tips on how to make your own, or you can quickly check our samples of fun professional business voicemail greetings to get inspired and find one that fits your style.

What Is a Business Voicemail Greeting?

A business voicemail greeting is a recorded message that plays when no one is available to answer a call. It’s part of your business phone system and is used when phone calls go unanswered.

This message is a basic part of business communication. It tells the caller they’ve reached the right number and usually includes instructions on what to do next.

A professional business voicemail greeting also helps set clear caller expectations after missed calls.

Want to sound more professional on every missed call? See how Talkroute helps you set up custom voicemail greetings.

How Does a Professional Voicemail Greeting Differ From a Personal Voicemail?

A professional voicemail greeting and a personal voicemail greeting may seem similar, but they serve different purposes.

Personal Voicemail Is More Casual

A personal voicemail is usually for friends, family, or people who already know you. It can be casual and friendly. You might just say your name and ask the caller to leave a message.

These are not meant for business calls and don’t need a lot of detail. Many people don’t expect a detailed message from you when calling a personal line.

Professional Voicemail Greetings Are More Structured

A professional voicemail greeting is made for work calls and is usually active on a dedicated business phone number. Some prerecorded greetings may also come as a feature offered by most business phone systems. These greetings are clear, respectful, and informative.

A great voicemail message for work might include your name, your role, the reason you can’t take the call, and when the caller can expect a reply. You might also mention your business day hours or give another way to reach you.

Different Goals

A personal voicemail greeting focuses on comfort and personality. A professional voicemail greeting focuses on building trust and helping with business needs. It helps callers know they’ve reached the right person and tells them what to do next.

When written clearly, a perfect voicemail greeting shows that you value the caller’s time and take their message seriously.

Set a unique voicemail for each user, line, or department. Talkroute makes it easy. See how it works.

What Does a Business Voicemail Greeting Offer You?

A professional voicemail recording does more than just take messages. Here’s what it can offer:

Better Customer Experience

A clear voicemail greeting improves the customer experience by making callers feel heard. Instead of wondering what to do, they get clear instructions.

This makes your business look professional and helps callers feel more confident about leaving a message. It also reduces frustration, especially when someone calls with an urgent need.

Helps You Respond Promptly

A good voicemail system keeps track of missed calls, so you know exactly who tried to reach you and why. This makes it easier to respond promptly and follow up with the right information.

Quick replies show that you care about your customers’ time and help build trust. Even if you’re busy, your voicemail message lets people know you’ll get back to them soon.

Guide Potential Customers

Potential customers often call with questions about your services, prices, or hours. They might be trying to decide if your business is the right fit for them. If no one answers, a clear and friendly voicemail greeting can still give them the information they need.

Aside from asking for their name, number, and purpose, you can also include helpful info like your website address, business hours, or answers to common questions. This gives them a reason to stay interested, even if they don’t reach someone right away.

Supports Other Customers Who Need Help

Other customers often call to follow up on a service, ask about a past order, or get help with a problem. These calls may not always be urgent, but they’re still important to your business. A voicemail greeting gives them a clear place to explain their issue in their own words.

You can listen to their message, understand the issue, and return their call with the right solution. This gives you time to check their account, find any needed details, and speak with the right team before calling them back.

Set business hours, then switch to your after-hours voicemail automatically. Watch how Talkroute handles it.

Use Cases of a Business Voicemail Greeting

Business voicemail greetings are more flexible than many people think. They’re not just for missed calls. You can use them in different ways to help manage your time, organize your team, and keep callers informed. Here are some common use cases:

Holiday Voicemail Greetings

During breaks or time off, you can record holiday voicemail greetings to let callers know you’re away. This helps avoid confusion and keeps people updated on when you’ll be back.

You can also add a short, friendly note like “Happy holidays” to keep your message warm and professional. These greetings set the right tone while your team is out of the office.

Sales Department Messages

If your business has multiple teams, you can record a message just for your sales department. This greeting can give details about sales hours, forward the call to a specific person, or offer next steps, like asking the caller to leave their contact information for a call back.

This makes your sales process more organized and helps potential customers feel taken care of.

Virtual Receptionist Greetings

A virtual receptionist’s voicemail greeting acts like a guide. It can give simple options to help callers reach the right team or person.

For example, it might say, “Press 1 for support, press 2 for billing.” This saves time for both your team and your customers, and it helps route calls more smoothly.

Directing Urgent Inquiries

Some callers may have urgent inquiries that need quick attention. You can use your greeting to explain how to reach someone right away, for example, by calling a backup number or sending an email.

This helps people with urgent matters get help fast, while keeping your main line available for regular messages.

Managing Other Inquiries

Not every call is urgent. Some people have other inquiries that can wait. Your voicemail greeting can tell these callers that their message has been received and someone will get back to them. You might also explain when they can expect a reply or offer other contact options. This keeps expectations clear and helps you manage your time better.

After-Hours Voicemail Messages

After-hours voicemail messages are helpful when someone calls outside your normal business hours. You can let callers know that the office is closed, share your working hours, and ask them to leave a message.

If you offer after-hours phone service, this is the right place to explain how it works. You can direct urgent callers to a special number or let them know when to expect a reply. This helps you stay professional and available, even when your doors are closed.

How To Make Your Own Business Voicemail Greeting

Creating your own business voicemail greeting is simple, but it helps to follow a clear voicemail strategy. Here’s how to do it step by step:

Start With a Professional Greeting

The opening lines of your professional greeting are the first thing the caller hears, so it sets the tone for how they view your business. Begin your voicemail with a clear and friendly professional greeting. Keep it simple. Just say hello, introduce yourself, and mention your business name.

This helps confirm to the caller that they’ve reached the right place. If someone is calling for the first time, this small step helps build trust right away.

Sample: “Hello, you’ve reached Sarah from Maple Grove Accounting.”

Follow a Voicemail Script

Using a voicemail script helps you stay organized. A script makes sure you cover all the key points, like your business day hours, your telephone number, and your website address. These details help callers know they have reached the right place.

Sample: “Our business hours are Monday to Friday, 9 AM to 5 PM. You can also reach us at 555-123-4567 or visit maplegroveaccounting.com for more information.”

Ask for the Right Info

Let the caller know what to do next after your main greeting. Many people are unsure about what to say in a voicemail, so it helps to give simple and clear directions. Ask them to leave their name, phone number, and a short reason for their call. You can also let them know if there’s anything specific they should mention, such as an order number or the best time to call back.

Sample: “Please leave a message with your name, number, and a brief reason for your call, and we’ll get back to you shortly.”

Use a Personalized Greeting

A personalized greeting adds a friendly touch. It shows the message was made for your business and not just a default recording. This helps your voicemail sound more direct and thoughtful, without sounding like a casual personal voicemail greeting.

Sample: “Hi, this is John from Midtown Tech Support. I’m currently assisting another customer, but I’d love to help you too.”

Make It Clear and Professional

To create professional voicemail greetings, use a professional voicemail recording. Speak clearly, keep your tone friendly, and do not rush. A well-crafted voicemail message includes a detailed message that is easy to understand. This helps your business sound organized and dependable.

Sample: “You’ve reached Express Delivery Services. We’re currently unavailable to take your call. Please leave your full name, the tracking number if available, and a callback number.”

Aim for Effective Voicemail Greetings

Effective voicemail greetings are short, clear, and helpful. Think of it like writing a note to a customer. You want your greeting to sound like one of those great voicemail messages that actually get a response. The goal is to give the caller confidence that you will return the call soon.

Sample: “Hi, this is Maria from Sunview Consulting. I’m away from my desk, but I’ll return your call as soon as I can. Thanks for calling.”

Recommended reading:

IVR Phone System: What It Is + 4 Steps To Set It Up

How to Get a Second Phone Line for Business in 3 Easy Steps

Sound Professional, Even When You Can’t Answer with Talkroute

Talkroute helps your business sound professional, even when you can’t answer the phone. With features built for clear and custom voicemail greetings, you can make sure every caller hears the right message at the right time.

Customize Your Voicemail for Any Situation

With Talkroute, you can set up different voicemail greetings for each team member, department, or time of day. This means you can have one friendly message during business hours and another after hours with more detailed instructions.

You have full control over how your business sounds at any time, helping callers feel informed and cared for.

Record or Upload Your Greeting With Ease

Recording a voicemail greeting is simple with Talkroute. You can record your message directly from your dashboard or upload a pre-recorded audio file.

Whether you want something quick and clear or polished and branded, Talkroute makes it easy to create the exact message you need.

Get Your Voicemails Anywhere

Never miss a message, even when you’re away from your desk. Talkroute sends your voicemails straight to your email with the caller’s name, number, time of call, and a transcription of the message. You can read or listen to messages from your phone, laptop, or wherever you are.

Manage Permissions for Your Team

Talkroute lets you control who can access each voicemail inbox. You can assign view-only access or full control to review, manage, and respond to messages. This helps keep your team organized and makes sure that the right people are always handling the right calls.

Keep your voicemail system simple, smart, and polished. Sign up today and get a 7-day free trial!

FAQs About Business Voicemail Greeting

What is a good voicemail greeting for a business?

A good business voicemail greeting sounds clear, friendly, and to the point. It should include your business name, thank the caller for calling, let them know your regular business hours, and ask them to leave their name, number, and a brief message. A well-crafted voicemail greeting like this shows professionalism and helps direct callers while improving customer communication.

How do I leave a good business voicemail?

To leave a good business voicemail, speak in a professional tone, start with your name and phone number, and state your reason for calling in a clear and concise message. Keep background noise low and offer a brief description of your request. End the voicemail message by saying you look forward to hearing back and that you can be reached during normal business hours.

What to say as a voicemail greeting?

Your voicemail greeting should say your business name, thank the caller, explain you can’t answer right now, and ask them to please leave their name, number, and a brief message. For example: “Hi, thank you for calling [Business Name]. We can’t take your call right now. Please leave your name, number, and a brief message, and we’ll return your call as soon as possible.”

What is the business etiquette for voicemail?

Business voicemail etiquette means keeping a professional tone, giving helpful info, and being respectful of the caller’s time. Whether you’re setting up a voicemail greeting or leaving a voicemail, your message should be clear, brief, and polite. A great voicemail greeting can inform callers about business hours, after-hours voicemail options, or direct them to your website for immediate assistance. This sets a positive impression and helps enhance customer satisfaction.