Summary: It’s an unavoidable truth that potential customers might not always be able to reach you straight away when they call your business. That's where having a professional voicemail message for your business comes into play.

Why Have a Business Voicemail Message?

Though a voicemail is but one part of a business’s unified communications, there are many reasons why your business should have a voicemail message set up. Crucially, it creates a positive first impression. If you can’t immediately answer the call, a business voicemail message shows callers you still value their time and business, portraying professionalism and building trust. This is especially important if you run a smaller business, as growing your potential customer base is often vital for sustained operations.

Your voicemail message is also an opportunity to quickly convey key information to callers, such as your business hours, alternative contact methods like email or website chat, and any special instructions for leaving a message, if necessary. If delivered clearly and concisely, with encouragement to leave a message with their name and reason for calling, your business’s voicemail message should greatly increase the likelihood of callbacks compared to a generic message only stating you are unavailable.

What to Say on a Business Voicemail

Ready to record? Now you know the importance of a professional business voicemail, you’ll need to know what to say to create the ideal message for your potential customers. Overall, you should aim for your business’s voicemail greeting to be no longer than thirty seconds long. Keep the following recommended information clear and concise, in the tone of voice appropriate for your business.

Begin with a friendly and professional greeting, i.e. "Hello, thank you for calling [Your Business Name]". If necessary, you can also let callers know who within your business they have reached specifically. For example, "This is [Your Name] from [Your Business Name]", or simply "[Your Business Name]." Then, explain your unavailability, be it due to being already engaged on the phone, in a meeting, or because the customer is calling outside business hours. Briefly mention when the caller can expect a response to manage their expectations. For example, "I/We will return your call within 24 business hours", or "We check voicemails regularly and will get back to you as soon as possible." Then it’s time to increase the callback potential. Encourage callers to leave a message with their name, contact information, and a brief reason for calling. Finish by expressing your gratitude for the customer’s time with a ‘thank you’ for contacting you.

Voicemail Message Examples

Examples of voicemail messages to suit your business may vary depending on your business’s specific needs, tone of voice, and when/why your business is most likely to have potential customers reach your voicemail. Below are some examples of business voicemail greetings where these aspects may differ. Experiment to determine what kind of message suits your brand and your customers the most.

General Business Voicemail Greeting

"Hello, thank you for calling [Your Business Name]. We're currently unavailable to take your call, but we'll return your message within 24 business hours. If your inquiry is urgent, you can also reach us by email at [Your Email Address]. Please leave your name, number, and a brief message, and we'll get in touch with you as soon as possible. Thank you for your call."

Outside Business Hours

"Thank you for calling [Your Business Name]. Our regular business hours are Monday to Friday, 9:00 am to 5:00 pm. We are closed today, but we'll be happy to return your call when we reopen. In the meantime, you can visit our website at [Your Website Address] for more information. Please leave your name, number, and a message, and we'll be in touch. Thank you."

Voicemail Message for a Specific Business Department

"Hi there, you've reached the [Department Name] voicemail at [Your Business Name]. We are currently assisting other customers, or currently unavailable. To ensure a prompt response, please leave your name, number, and a brief description of your inquiry. A representative from our team will get back to you within [Timeframe]. Thank you for your patience."

Now you know how to set up the ideal voicemail message for your business, it’s important to make sure that the business your potential customers seek is running smoothly.