Voice Mail Messages Examples Personal Statement

Sample Voice Mail Greetings

A Word About Recording Your Greetings

Your voicemail greeting is very important as it can be the first contact people have with you or your company.

Your greeting should let the caller know who they have reached, what your status is (out of the office, in the office but in meetings, etc), when the caller can expect to receive a call back, and instructions on what to do if the call is urgent. If you have set up a personal operator, you can direct your callers who need to speak to someone immediately, to "Press 0" to be connected to one of your assistants or colleagues.

Another way to make sure that your callers are informed while you are out of the office is to use a Temporary Absence Greeting. For example, if you are going to be out of town on vacation for a week, you can record a Temporary Absence Greeting informing callers that you will be unable to return their call until you return from vacation.

Write down your greetings before you start. It is easier to read from the page than to try and ad lib.  Here are a few sample voice mail greetings to get you started:

Standard Voice Mail Greetings

Normal Greeting (Without pager notification)
"This is (name) of (company). I'm currently unable to take your call. Please leave your name, phone number, and a brief message, and I will contact you as soon as possible. Thanks."

"Hi, this is (name). I’m sorry I cannot take your call right now. Please leave a detailed message at the tone along with your name and telephone number. I ‘ll return your call as soon as I return. Thank you."

Normal Greeting (With "urgent only" pager notification)

"This is (name) of (company). I'm currently unable to take your call. Please leave your name, phone number, and your message, and I will contact you as soon as possible. If this message is urgent, press 3 to have me paged. Thanks."

Normal Greeting (With Live Connect)
"This is (name) of (company). I'm currently unable to take your call.  Please leave your name, phone number, and your message, and I will contact you as soon as possible. If this is urgent and you need to speak with me immediately, please press 1 to have the voice mail locate me. Thanks."

Busy Greeting
"This is (name) of (company). I'm currently on my line and unable to take your call. Please leave your name, phone number, and your message, and I will contact you as soon as possible. Thanks."

"Hello, you have reached the office of (name) . I’m presently on another call and am unable to speak with you personally. If you will leave your name and telephone number, I will return your call. Thank you.

Unavailable Greeting

"This is (name) of (company). I'm currently away from my desk and unable to take your call. Please leave your name, phone number, and your message, and I will contact you as soon as I return. Thanks."

"Hello, you have reached the office of (name) . I’m presently out of the office or away from my desk. If you will leave your name and telephone number I will return your call as soon as I return. Thank you.

Extended Absence Greeting

Specific Greeting
"Thanks for calling, this is (name). Today is Friday and I am working from our corporate office. Should you need to reach me immediately, please call (123) 456-7899. Otherwise, please leave me a message and I’ll return your call as soon as possible."

"Hello, this is (name). I’m unable to answer your telephone call. I am out of the office from (day) to (day) and will not be checking my voice mail. If you require assistance in my absence please contact (name2) at extension (ext. #). Thank you.

Generic Greeting

"This is (name) from (company). I have left the office for the day.  Please leave me a message and I will return your call as soon as possible."

Virtual Office Greetings

Sample “Business Hours” Greeting Script:
Thank you for calling XYZ Company. If you know the extension number of the person you are trying to reach, you may dial it now. Press 1 for sales. Press 2 for customer service. Press 3 for the billing department.  Press 8 to access our fax on-demand system. Press 9 for a company directory, or press 0 for the operator.

Sample “After Hours” Greeting Script:
Thank you for calling XYZ Company. We are currently unavailable to take your call. Our business hours are nine to five, Monday through Friday. If you know the extension number of the person you are trying to leave a message for, you may dial it now. Press 1 for sales. Press 2 for customer service. Press 3 for the billing department. Press 9 for a company directory, or hold to leave a message for the operator. If this is an emergency, please enter 911 now to be connected with the after-hours support personnel.


 

 

6 General Voicemail Greetings

Make a Good First Impression With Your Voicemail Greeting

The general voicemail greeting is used as the default voicemail greeting if you don't set any other greeting type. Occasionally, during events like power outages, it might kick in even if you think you've set another greeting – that programming might be wiped out. Or you might simply forget to change the greeting at the end of a busy day. 

The bottom line is that you never know when this greeting will be played to callers, so it's best to be brief.

Avoid dates and timeframes for when you'll return calls – after all, you have no way of anticipating when the caller will hear the message. This voicemail greeting will be played for both external calls originating from outside your company and internal calls – people calling from another extension within your company.

Here are a few ideas for greetings that can get you started, ranging from businesslike to less formal. Tweak and personalize them a little as you see fit, but try not to stray too far from these basics. 

A Few Good General Voicemail Greeting Examples

  1. Hello. You have reached Jim Bucki. Unfortunately, I cannot take your call right now, but I would like to return it as soon as I can. So please leave me a message after the beep.
  2. Hi. This is Jim Bucki. I can't answer the phone right now, but if you leave me a message with your name and phone number, I will return your call as soon as possible.
  1. You have reached Jim Bucki. I can't take your call at this moment but please don't hesitate to leave a message after the tone. I will return your call as soon as I am able. If you need immediate assistance, please call my secretary, Susan Smith, at extension 6338. Thank you for calling. Goodbye.
  2. You have reached Jim Bucki, your guide to Operations Technology. Unfortunately, I can't take your call right now, but if you leave me a message and include your name and telephone number, I will get back to you as soon as I can. You can also contact me via email at operationstech@XYZ.com. Thank you for calling.
  1. Hello. You have reached Jim Bucki. I cannot answer the phone right now, but I will return your call as soon as I can. If this is regarding a recent order, please call our Customer Service department at 1-800-555-1212. They are available Monday thru Friday from 8 a.m. until 5 p.m. Eastern Time. Or you can log in to our website. Otherwise, please leave a message after the beep.
  2. Thank you for calling. You have reached the office of Jim Bucki, Guide to Operations Technology. I am either talking with another client, or I am away from my desk. If this is an emergency, please call my answering service at 1-800-555-1212, 24 hours a day. Otherwise, please leave a detailed, confidential message after the tone and I will return your call when I am available. Thank you.

Include the basics where appropriate:

  • Greet the caller.
  • State your name and title, if applicable.
  • Explain the information you need in the message that's left, whether that be just a name and number or additional identifying information.
  • Give the caller other options. 

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