A professional voicemail greeting tells callers who they reached, when they'll hear back, and what to leave in their message. The best ones run 15 to 30 seconds and sound like a real person talking.
This guide gives you a fill-in formula and 44 scripts sorted by situation and industry. It also covers ideal length, common mistakes, and how to record and set up your greeting on popular phones and platforms.
Copy any script, swap in your details, and read it aloud once before you record.
What makes a voicemail greeting professional
A professional voicemail greeting confirms the caller reached the right person and tells them exactly what to do next. It does this in a calm, friendly voice, with no filler.
Every strong greeting includes these five parts:
- Your name and company. Callers need to know they dialed the right number before they leave a message.
- A short reason you're unavailable. "I'm on another call" or "Our office is closed" is enough. This part is optional.
- What to leave. Ask for their name, number, and reason for calling so you can return the call prepared.
- When you'll call back. A specific window like "within one business day" sets expectations and builds trust.
- Another option for urgent matters. An email address, a colleague's number, or your website gives impatient callers somewhere to go.
The greeting matters because many callers don't stay on the line. According to Moneypenny's Small Business Call Report, 69% of callers who reached voicemail hung up without leaving a message. The same report found 54% of small businesses still used their carrier's default greeting.
A clear, personal greeting won't save every call. It does give callers a reason to stay and a clear next step if they don't.
The voicemail greeting formula (fill-in template)
Use this template to write your own greeting in under a minute. Fill in the brackets, then cut anything that doesn't apply to you.
Hi, you've reached [your name] at [company]. I'm [reason you're unavailable] right now. Please leave your name, number, and a short message, and I'll call you back [timeframe]. If it's urgent, [alternative contact]. Thanks for calling.
Here's how each part works, with sample lines you can mix and match:
Filled-in example:
Hi, you've reached Dana Cruz at Brightline Accounting. I'm with a client right now. Please leave your name, number, and the reason for your call, and I'll call you back within one business day. For urgent questions, email dana@brightline.com. Thanks for calling.
That example is 43 words, or about 18 seconds when spoken at a normal pace.
How long should a voicemail greeting be?
Aim for 15 to 30 seconds, which is about 35 to 75 words. Shorter greetings get callers to the beep before they lose patience.
Most people speak at roughly 150 words per minute in normal conversation. That means a 15-second greeting is about 35 to 40 words, a 20-second greeting is about 50, and a 30-second greeting is about 75.
If your script runs past 30 seconds, cut the reason for missing the call first. Then cut extra pleasantries like "I hope you're having a great day."
Short professional voicemail scripts
Short scripts work best when callers already know you or call often. Each one below runs under 15 seconds.
1. The basics
You've reached [name] at [company]. Please leave your name, number, and a short message, and I'll call you back today.
2. Callback window
Hi, this is [name] with [company]. Leave your name and number, and I'll return your call within one business day.
3. Reason for calling
You've reached [name]. Please leave your name, number, and what you're calling about so I can come back with answers.
4. Text preferred
Hi, it's [name] at [company]. Leave a message or text this number, and I'll get back to you within a few hours.
5. Team line
Thanks for calling [company]. Leave your name, number, and a short message, and someone from our team will call you back today.
Scripts for your personal work line
Use these on your desk phone or work cell when callers are trying to reach you specifically. Pick the one that matches how you spend most of your day.
6. Away from your desk
Hi, you've reached [name] at [company]. I'm away from my desk right now. Please leave your name, number, and a brief message, and I'll call you back by the end of the day.
7. In meetings often
You've reached [name], [job title] at [company]. I'm likely in a meeting. Leave your name, number, and the reason for your call, and I'll return it within one business day.
8. Email works faster
Hi, this is [name] at [company]. For the fastest reply, email me at [email]. Otherwise, leave your name and number, and I'll call you back within 24 hours.
9. Set working hours
Thanks for calling [name] at [company]. I'm available Monday through Friday, [start time] to [end time] [time zone]. Leave your name, number, and a short message, and I'll return your call during those hours.
10. Client-facing role
Hi, you've reached [name] at [company]. I'm working with a client right now. Please leave your name, company, and number, and I'll call you back this afternoon.
11. Sales role
Hi, this is [name] at [company]. Sorry I missed you. Leave your name, number, and what you'd like to discuss, and I'll call you back within two hours.
Main business line and department scripts
Main lines and department mailboxes should speak for the team, so use "we" and skip personal names. Route callers to the right place with one or two options at most.
12. Main business line
Thank you for calling [company]. We can't take your call right now. Please leave your name, number, and the reason for your call, and a team member will call you back within one business day.
13. Busy with other customers
Thanks for calling [company]. Our team is helping other customers right now. Leave your name, number, and a short message, and we'll return your call within [timeframe].
14. Sales department
You've reached the sales team at [company]. Leave your name, company, number, and what you're looking for, and a sales rep will call you back today. You can also request a quote at [website].
15. Customer support
Thanks for calling [company] support. Please leave your name, number, and your order or account number with a short description of the issue. We'll call you back within [timeframe]. Many answers are also at [help page].
16. Billing department
You've reached billing at [company]. Leave your name, number, and invoice or account number, and we'll call you back within two business days. To pay now, visit [payment link].
17. Reception with routing
Thank you for calling [company]. If you know your party's extension, dial it now. For sales, press 1. For support, press 2. To leave a general message, stay on the line.
Script 17 needs an auto attendant or phone menu. Check that every option connects before you publish it.
After-hours and emergency scripts
An after-hours greeting should state your hours and tell urgent callers exactly where to go. Callers who hear "we're closed" with no next step often try a competitor instead.
18. Standard after hours
Thank you for calling [company]. Our office is closed. Our hours are [days], [start time] to [end time]. Leave your name, number, and a short message, and we'll call you back the next business day.
19. Website or chat option
You've reached [company] after hours. You can book an appointment or chat with us anytime at [website]. To request a callback, leave your name and number, and we'll call you when we open at [time].
20. On-call line
Thanks for calling [company]. Our office is closed. If this is an emergency, call our on-call line at [number]. For everything else, leave your name, number, and a message, and we'll return your call by [time] tomorrow.
21. Safety emergencies
You've reached [company] after hours. If this is a medical or safety emergency, hang up and dial 911. Otherwise, leave your name, number, and a short message, and we'll call you back when we open.
Put emergency instructions near the start of the greeting. A caller in a real emergency shouldn't have to wait 20 seconds to hear them.
Out of office, vacation, and leave scripts
An out-of-office greeting needs two details: the date you return and who can help in the meantime. Record it before you leave, and set a reminder to switch it back.
22. Vacation
Hi, you've reached [name] at [company]. I'm out of the office until [date]. For help before then, contact [colleague] at [number or email]. Otherwise, leave a message, and I'll call you back after I return.
23. Business travel
This is [name] at [company]. I'm traveling through [date] with limited phone access. I'm checking email daily at [email]. Leave a message, and I'll call you back when I'm back on [date].
24. Conference or training
Hi, this is [name]. I'm at a conference through [date]. Please leave your name, number, and a short message, and I'll return your call on [date]. For urgent needs, call [colleague] at [number].
25. Sick day
You've reached [name] at [company]. I'm out today and will return tomorrow. Please leave a message, or contact [colleague] at [number] if you need help today.
26. Parental or extended leave
Hi, you've reached [name] at [company]. I'm on leave until [month and year]. [Colleague] is handling my work while I'm away. You can reach them at [number or email]. Thank you.
For extended leave, skip the request for a message. Messages left for months tend to go unanswered, so point callers straight to your backup.
Holiday closure scripts
A holiday greeting should name the exact reopening date so callers don't guess. Keep the seasonal wish short and inclusive unless you know your callers well.
27. General holiday closure
Thank you for calling [company]. Our office is closed for the holidays and reopens on [date]. Leave your name, number, and a short message, and we'll call you back when we return. Happy holidays.
28. Specific holiday
Happy [holiday] from [company]. We're closed on [date] and back on [date]. Please leave a message, and we'll return your call the day we reopen.
29. Holiday with urgent contact
You've reached [company]. We're closed from [date] to [date]. For urgent matters, email [email] and we'll respond within [timeframe]. For everything else, leave a message, and we'll call you back when we reopen.
30. Reduced holiday hours
Thanks for calling [company]. During the holidays, our hours are [hours] through [date]. Leave your name and number, and we'll call you back during those hours.
Voicemail scripts by industry
Industry scripts ask for the details your callers actually need to share. They also steer callers away from leaving information that shouldn't sit in a voicemail box.
Medical and dental offices
Ask only for a name, number, and general reason. Don't ask callers to describe symptoms or share insurance numbers in a message.
31. Medical office, business hours
Thank you for calling [practice name]. If this is a medical emergency, hang up and dial 911. To schedule or change an appointment, leave your name, date of birth, and number, and we'll call you back within [timeframe].
32. Medical office, after hours
You've reached [practice name] after hours. If this is an emergency, dial 911. For urgent medical questions, call our on-call provider at [number]. For appointments, leave a message, and we'll call you back when we open.
Law firms
Legal callers often want to explain their whole case. Ask them to keep messages brief so sensitive details stay out of the recording.
33. Law office, new clients
Thank you for calling [firm name]. Please leave your name, number, and the type of legal matter, such as family or business law. Please don't share case details in your message. We'll call you back within one business day.
34. Attorney direct line
You've reached [attorney name] at [firm name]. I'm in court or with a client. Leave your name and number, and I'll return your call today. For scheduling, call [assistant] at [number].
Real estate agents
35. Buyer and seller inquiries
Hi, this is [name] with [brokerage]. I'm likely showing a home. Leave your name, number, and the property address or area you're interested in, and I'll call you back within the hour.
36. Listing line
Thanks for calling about [property address]. Leave your name and number, and I'll call you back to answer questions or set up a showing. Photos and details are at [listing link].
Home services and contractors
37. Service request
Thanks for calling [company]. We're on a job site right now. Leave your name, number, address, and a short description of the work, and we'll call you back today to schedule.
38. Emergency repairs
You've reached [company]. For emergency repairs like burst pipes or no heat, call [emergency number] for 24/7 service. For estimates and regular service, leave a message, and we'll call you back within one business day.
Salons, spas, and studios
39. Booking line
Hi, you've reached [business name]. We're with clients right now. Book online anytime at [website], or leave your name, number, and preferred day, and we'll call you back to confirm.
40. Cancellations
Thanks for calling [business name]. To cancel or reschedule, leave your name and appointment time. Please give us [number] hours' notice when you can. We'll call you back to confirm.
Job seekers
Recruiters may call from unknown numbers, so your greeting should confirm your full name right away.
41. Active job search
Hi, you've reached [first and last name]. Sorry I missed your call. Please leave your name, company, and number, and I'll call you back the same day.
42. Job search with email
Hello, this is [first and last name]. Please leave a message with your name and number, or email me at [email]. I'll get back to you within 24 hours.
When an employee leaves the company
A departed employee's mailbox should send callers straight to the new contact. Leave it active for 30 to 90 days so long-term clients don't hit a dead end.
43. Redirect to a replacement
You've reached the former line of [name] at [company]. [Name] is no longer with us. [New contact] is now handling these accounts and can be reached at [number or email]. Thank you.
44. Redirect to the main line
Thank you for calling [company]. The person you're trying to reach is no longer with the company. Please call our main line at [number], and we'll connect you with the right person.
Voicemail greeting mistakes to avoid
The most common mistake is a vague callback promise like "as soon as possible." Callers can't plan around it, so they hang up and try someone else.
Vague timeframe
Instead of "I'll get back to you as soon as possible," say "I'll call you back within one business day."
Stating the obvious
Instead of "I'm not available to take your call," give a reason like "I'm with a client right now."
Outdated details
A greeting that says "I'm out until March 3" in April looks careless. Set a calendar reminder to update it the day you return.
Too long
A 45-second greeting with hours, address, and website loses callers. Keep the one instruction they need most.
Carrier default
"The number you have dialed is not available" tells callers nothing. Any custom greeting with your name and company is better.
Over-apologizing
Instead of "I'm so sorry, I really apologize for missing you," a simple "Sorry I missed your call" is enough.
Jokes on a work line
Skip funny bits and sound effects. A friendly, plain greeting works for every caller.
Asking for sensitive data
Instead of "Leave your card number and details," say "Leave your name and number, and we'll call you back."
A note on privacy: Never ask callers to leave payment details, passwords, or health information in a voicemail. Voicemail boxes are often shared, forwarded, or transcribed, so collect sensitive details on a live call instead.
How to record a clear voicemail greeting
Record in a quiet room, hold the phone a few inches from your mouth, and read your script at a relaxed pace. Then play it back once before you save it.
These habits make the biggest difference:
- Write it down first. Reading from a script stops you from adding "um" and trailing off.
- Stand up and smile. Standing helps your voice project, and smiling makes your tone sound warmer.
- Skip speakerphone. Speakerphone adds echo. Use the handset or a headset with a microphone.
- Slow down slightly. Say numbers and email addresses slowly, and repeat a phone number once.
- Pause before the beep. End with a clear closing so callers know when to start talking.
Your voice, text-to-speech, or a voice professional?
Most people should record in their own voice. Text-to-speech or a hired voice makes more sense for main lines and phone menus.