Business voicemail: 12 greetings to record
Pick a greeting, fill in your own details where the [brackets] are, and record it. First what a good business voicemail says, then the greetings, and at the end how to record one and what to do if you'd rather someone picked up.
What goes in a business voicemail?
- Your business name, so callers hear they've got the right number.
- What to leave: name, phone number and briefly what it's about.
- When you'll call back: today, after the job or the next working day.
- Another way for anyone who won't wait: your website, your email address or a number for emergencies.
- No more than 15 to 20 seconds. Anything longer is waiting for the caller.
12 example greetings
Standard
Hello, you've reached [business]. I'm unable to answer right now. Please leave your name, number and question, and I'll return your call today.
Hi, this is [name] from [business]. I can't get to the phone just now. Leave your name and number, tell me briefly what it's about, and I'll call you back.
While you work
Hello, it's [name] from [business]. I'm on a job and can't pick up. Leave your name, your address and what's wrong, and I'll call you back when this job is done.
Hi, you've reached [salon]. We're with a client right now. You can also book online at [website]. Or leave your name and number, and we'll call you back between appointments.
After hours
Hello, you've reached [business]. We're closed right now. On weekdays you can reach us from [9:00] to [17:00]. Leave your name and number, and we'll call you back the next working day.
Hi, this is [business]. You're calling outside our opening hours. Email your question to [email address] and you'll have an answer the next working day. Or leave your name and number after the beep.
Holidays and away
Hello, you've reached [name] at [business]. I'm on holiday until [date]. For anything urgent, please call [colleague] on [number]. For everything else, leave a message and I'll call you back when I'm back.
Hi, it's [name] from [business]. I'm off until [date] and won't check my voicemail until then. Email [email address] or call me again from [date].
Urgent calls and appointments
Hello, you've reached [business]. I can't answer right now. If it's a breakdown or a leak, say so at the start of your message, with your address. I listen to urgent messages first.
Hello, you've reached [business]. To move or cancel an appointment, leave your name and the date of your appointment, and we'll sort it out. For anything else, leave your number and we'll call you back.
Dutch and bilingual
Goedendag, u belt met [bedrijf]. Ik kan nu niet opnemen. Spreek uw naam, uw nummer en uw vraag in, dan bel ik u vandaag nog terug.
Goedendag, u belt met [bedrijf]. Spreek na de piep uw naam en nummer in, dan bellen we u terug. Hello, this is [business]. Please leave your name and number after the beep, and we'll call you back.
How to record it
- Write the greeting out and read it aloud twice before you record.
- Record in a quiet room, not in the car or the workshop.
- Speak a little slower than usual, especially your number and your email address.
- You record it through your provider's voicemail menu: call your voicemail and choose the greeting option. Your provider's website has the steps.
- Then call yourself from another phone and listen to how it sounds.
Voicemail or an AI phone assistant?
Voicemail records a message. An AI phone assistant like RingBrio has the conversation. How they differ:
| Voicemail | RingBrio | |
|---|---|---|
| Who answers | Voicemail: Your recorded greeting | RingBrio: An AI assistant that says it's an AI in its first sentence |
| What the caller can do | Voicemail: Leave a message | RingBrio: Ask questions about your business and book an appointment right away |
| What you get | Voicemail: An audio message to listen to | RingBrio: An email with a summary and the full transcript; a text too if it's urgent |
| For the caller | Voicemail: Waiting for your call back | RingBrio: A text confirming the appointment |
| Setting up | Voicemail: Record a greeting | RingBrio: Forward your own number, with one code |
Questions about your business voicemail
How long should a business voicemail be?
Short: 15 to 20 seconds is enough. Say your business name, what callers should leave and when you'll call back. A longer greeting is just waiting for the caller.
Should my greeting be formal or casual?
Match how you answer the phone. If most callers are regulars or private customers, casual works. If they're mostly new customers or businesses, formal is safer. In Dutch that's the choice between u and je; when in doubt, use u.
What do I say on my voicemail when I'm on holiday?
The date you're back, who's standing in (with their number) and whether you'll check your voicemail in the meantime. Examples 7 and 8 above are ready to record.
Can I have my voicemail recorded professionally?
Yes, there are agencies that have a voice actor record your text. Your own recording works well too, if you record it in a quiet room and speak calmly.
Can RingBrio answer instead of my voicemail?
Yes. You forward your own number to your RingBrio number when you don't answer, are busy or can't be reached. Calls you don't take then go to your assistant instead of your voicemail. Every code is in the call forwarding guide.
What does RingBrio cost?
€89 a month excl. VAT, with no per-call charges (fair use up to 500 minutes). The first 7 days are free: you enter your card, but nothing is charged during the trial week. Cancel monthly.
Rather have someone pick up?
A good voicemail is enough if your callers leave a message and you call back quickly. If they often hang up without one, or you want them to book an appointment while you're at work, try RingBrio.
Rather have a person on the line? What an answering service costs