Meta Title: Professional Voicemail Greetings: 20+ Scripts & Examples (2026) Meta Description: Copy 20+ professional voicemail greeting scripts for business. Plus learn why 85% of callers won't leave a message—and what actually works instead. Slug: professional-voicemail-greeting-scripts Primary Keyword: voice message greeting

Professional Voicemail Greetings: Scripts & Examples

Introduction

Your phone rings. You're elbow-deep in a project, helping a customer in your shop, or driving to your next job. The call goes to voicemail. What happens next depends almost entirely on what that caller hears.

Your voice message greeting is often the first impression a potential customer gets when they can't reach you directly. A good one reassures them that you'll call back. A bad one makes them wonder if you're even still in business.

This guide gives you 20+ professional voicemail greeting scripts you can copy and customize today. You'll also learn recording tips that make a real difference, plus some uncomfortable truths about what actually happens when callers hit voicemail.

Because here's the thing: most people who reach your voicemail won't leave a message. They'll call someone else. We'll get to that.

What Makes a Professional Voicemail Greeting Effective

A professional business vm greeting does one job: it convinces the caller to either leave a message or try an alternative way to reach you. Every word needs to earn its place.

The ideal length is 10-30 seconds. Anything longer and callers start tuning out or hanging up. Research shows that greetings lasting more than 20 seconds see a notable decrease in listener retention.

Your tone matters as much as your words. Friendly but professional. Confident but not rushed. The goal is to sound like someone who values their time and respects the caller's time too.

The 5 Must-Have Elements

Every effective voice message greeting includes these five components:

Greeting and your name - "Hi, you've reached [Name]"
Company name - Confirms they've reached the right place
Brief reason for unavailability - "I'm currently with another customer" or "away from the phone"
Expected callback timeframe - "I'll return your call within 24 hours" or "by end of business today"
Alternative contact for urgent matters - Email, website, or emergency line

That's it. No lengthy explanations. No sales pitches. Just the information callers need to decide what to do next.

When you include these elements in a clear, professional greeting, callers are significantly more likely to leave a message. One industry study found 80% of callers prefer leaving messages when the greeting sounds professional and inviting.

For more options beyond voicemail, check out our guide to professional answering services.

20+ Professional Voicemail Greeting Scripts

Here are sample business voice message greetings organized by situation. Copy them directly or customize for your business.

Standard Business Greetings

Basic Professional:

"Hi, you've reached [Your Name] at [Company Name]. I'm unable to take your call right now, but your call is important to me. Please leave your name, number, and a brief message, and I'll get back to you within 24 hours. Thanks for calling."

With Specific Callback Timeframe:

"Hello, this is [Your Name] with [Company Name]. I'm currently assisting other customers but will return calls between 4 and 5 PM today. Please leave your details after the tone, and I'll call you back during that window."

With Email Alternative:

"You've reached [Your Name] at [Company Name]. I'm away from my phone, but if your matter is time-sensitive, please email me at [email] for a faster response. Otherwise, leave a message and I'll call you back within one business day."

With Website Mention:

"Hi, this is [Your Name]. I can't take your call right now. For quick answers to common questions, visit [website]. Or leave a message with your name and number, and I'll return your call soon."

Industry-Neutral Template:

"Thank you for calling [Company Name]. We're sorry we missed your call. Please leave your name, phone number, and a brief message, and a member of our team will get back to you as soon as possible."

After-Hours Greetings

Standard After-Hours:

"You've reached [Company Name]. Our office is currently closed. Our business hours are Monday through Friday, 8 AM to 5 PM. Please leave a message and we'll return your call on the next business day."

With Emergency Instructions:

"Hi, you've reached [Your Name] at [Company Name]. Our office is closed for the evening. For emergencies, please press 1 to reach our on-call technician. For all other matters, leave a message and we'll call you back first thing tomorrow."

Weekend-Specific:

"Thanks for calling [Company Name]. We're closed for the weekend and will reopen Monday at 8 AM. Leave a message with your name and number, and we'll return your call Monday morning."

Holiday-Specific:

"Happy holidays from [Company Name]. Our office is closed from December 24th through January 2nd. Please leave a message and we'll call you back when we return on January 3rd. For emergencies, email [email]."

Out-of-Office and Vacation Greetings

Short Vacation:

"Hi, this is [Your Name]. I'm out of the office until [Date] with limited access to messages. If you need immediate assistance, please contact [Backup Name] at [Number]. Otherwise, I'll return your call when I'm back."

Extended Leave:

"You've reached [Your Name] at [Company Name]. I'm currently on leave and will return on [Date]. During my absence, please contact [Backup Name] at [Number/Email] for assistance. Thank you for your patience."

Parental Leave:

"Hi, you've reached [Your Name]. I'm on parental leave through [Date]. For all inquiries, please contact [Backup Contact] at [Number/Email]. They'll be happy to help you. Thanks for understanding."

Industry-Specific Greetings

Contractor/Home Services:

"Hey, you've reached [Your Name] with [Company Name]. I'm probably on a job site right now. Leave your name, number, and a brief description of the work you need done, and I'll call you back today. For emergencies like flooding or no heat, text me at this number."

Medical/Healthcare Office:

"Thank you for calling [Practice Name]. We're unable to answer your call. If this is a medical emergency, please hang up and dial 911. For prescription refills, press 1. To schedule an appointment, press 2. For all other inquiries, leave a message and we'll return your call within one business day."

Real Estate Agent:

"Hi, this is [Your Name] with [Brokerage]. I'm likely showing properties right now. Leave your name, number, and the address you're calling about, and I'll get back to you within the hour. You can also text me for a faster response."

Professional Services (Legal/Accounting):

"You've reached the office of [Your Name] at [Firm Name]. I'm currently in a meeting. Please leave a detailed message including your name, phone number, and the nature of your inquiry, and I'll return your call by end of business today."

Creative and Funny Voice Mailbox Greetings

Humor can work in the right context. If your brand personality is playful, these might fit. If you're in healthcare, legal, or finance, stick with professional scripts.

Light-Hearted Professional:

"Hi, you've reached [Your Name] at [Company Name]. I'm either helping another customer, grabbing coffee, or pretending I didn't hear my phone ring. Leave a message and I'll call you back soon."

Personality-Forward:

"Hello! You've reached [Name] at [Company]. I'm currently unavailable because I'm doing something more important than answering phones. Just kidding. Leave a message and I'll prove you're a priority."

Self-Deprecating Humor:

"You've reached [Your Name]. I'm currently away from my phone, which is ironic since you've clearly found it. Leave a message with your name and number, and I'll call you back when I locate mine."

Robot Voice Maker Style:

"Greetings, human. You have reached [Your Name] at [Company]. The human is temporarily unavailable. Please state your name, contact frequency, and purpose of communication after the tone. Your message will be relayed to the human unit."

That last one is obviously a joke. But if you're curious about AI-generated voices for voicemail, tools like ElevenLabs and Typecast can create realistic siri voice generator-style greetings that sound surprisingly natural.

How to Record a Professional Voicemail Greeting

Having a great script is only half the battle. How you record it matters just as much.

Equipment and Environment

You don't need professional recording equipment. Your smartphone's built-in microphone works fine. What you do need is a quiet space.

Background noise kills voicemail credibility. Traffic sounds, coworkers talking, dogs barking, that hum from your HVAC system - callers hear all of it. Find a quiet room, close the door, and record during a time when interruptions are unlikely.

Recording Tips

Write your script first. Don't wing it. Having your words in front of you prevents rambling and "um" moments.

Smile while recording. This sounds ridiculous, but it works. Smiling changes your vocal tone, making you sound warmer and more approachable. Callers can hear the difference even though they can't see you.

Speak slowly and clearly. When we're nervous, we talk faster. Consciously slow down. Enunciate each word. Your name and phone callback expectations are especially important to get right.

Record multiple takes. Your first attempt probably won't be your best. Record 3-4 versions and listen back. Pick the one that sounds most natural.

Listen on different devices. Play your voicemail on your phone speaker, your laptop, and through headphones. Make sure it sounds clear on all of them.

AI Voice Generator Options

Don't want to record your own voice? AI voice tools have gotten remarkably good.

Services like ElevenLabs, FineVoice, and Typecast can convert your written script into realistic-sounding audio. Some even offer voices ai that mimic specific voice styles.

These robot voice maker tools work best for businesses where a human voice isn't expected, like automated after-hours systems or multi-option menus. For personal voicemail, most callers still prefer hearing your actual voice.

The Uncomfortable Truth About Voicemail

Here's where we need to have an honest conversation.

You can have the world's best voicemail greeting. Perfect script. Professional recording. Ideal length. And it still might not matter. Because most callers who reach your voicemail won't leave a message.

Why Most Callers Don't Leave Messages

According to industry research, 85% of callers won't call back if their call goes unanswered. They don't leave a voicemail. They don't try again later. They call the next business on their list.

Think about your own behavior. When's the last time you left a voicemail for a business? Probably not recently. Most people expect immediate answers. If they don't get one, they move on.

The Real Cost of Voicemail

In our analysis of thousands of calls from home services businesses over 7 months, we found that 74.1% of incoming calls went completely unanswered.

Let's do the math for a typical contractor receiving 42 calls per month:

74.1% unanswered = 31 missed calls
If just 20% would have converted at $3,500 average job
That's $21,700 per month in lost revenue
Or $260,400 per year

Emergency calls are even worse. Our data showed 15.9% of calls contained urgency language like "emergency," "ASAP," or "urgent." Emergency jobs average $4,200. Missing just one emergency call per week costs $16,800 per month.

For a deeper dive into these numbers, read our complete guide on the cost of missed calls.

What Happens When Customers Hit Voicemail

Picture this: A homeowner's AC dies on a 95-degree Saturday afternoon. They search "HVAC repair near me" and call the first three results.

Business 1: Voicemail. Business 2: Voicemail. Business 3: Someone answers.

Who gets the job? Business 3. Every time.

InsideSales research found that conversion rates are 8x higher when you respond within the first 5 minutes. Wait 30 minutes and your contact rate drops 10x.

Your voicemail greeting isn't competing against other voicemail greetings. It's competing against the next business that actually picks up.

Alternatives to Traditional Voicemail

If voicemail has limitations, what are the options?

Google Voice and Similar Services

Google Voice offers free voicemail with transcription, which is helpful for quickly scanning messages without listening to them. Other services like Google Voice include TextNow, Talkatone, and 2ndLine.

These google voice alternative free options work for basic voicemail needs. They transcribe messages, send notifications to your email, and let you manage voicemail from your computer.

But they don't solve the core problem: callers still reach voicemail. They just make voicemail slightly more convenient for you.

AI Answering Services

AI receptionists flip the script entirely. Instead of sending callers to voicemail, they answer every call live.

The AI greets callers, asks about their needs, collects contact information, books appointments, and can even route emergencies to your phone immediately. Callers get instant engagement. You get complete call information without playing phone tag.

Cost comparison:

AI receptionist: ~$199/month unlimited calls
Missed calls: $21,700/month in lost revenue (based on our data)

The math makes AI answering hard to ignore for businesses that rely on phone leads.

Traditional Answering Services

Human answering services have existed for decades. Real people answer your phones according to your scripts.

These typically cost $500-800/month for around 100 calls. They work well for businesses with complex needs or callers who specifically want human interaction.

The downside is cost. For small businesses, traditional answering services often aren't economically viable. You might pay $600/month for a service that handles 80 calls, when AI can handle unlimited calls for a third of the price.

For a detailed comparison, see our answering service vs voicemail breakdown.

See how AI answering compares to voicemail for small business

How to Leave a Voice Message (Caller Perspective)

This section covers the flip side: leaving effective voicemails when you're the caller.

Best Practices for Leaving Voicemails

When you leave a voicemail for someone else, follow these guidelines:

State your name and number twice. Say it at the beginning and again at the end. Speak slowly. People are usually scrambling for a pen.

Keep it brief. 30-60 seconds maximum. State your name, why you're calling, and how to reach you back. That's it.

Include your reason for calling. "I'm calling about the estimate you gave me" or "I have a question about my upcoming appointment." This helps them prioritize and prepare before calling back.

Mention the best time to reach you. "I'll be available between 2 and 4 this afternoon" saves everyone time.

How to Leave a Voice Message Without Calling

Sometimes you want to leave a voicemail without the phone actually ringing. This is called "ringless voicemail."

Services like Slydial and Slybroadcast deliver voicemails directly to someone's inbox without their phone ringing or showing a missed call. You can learn more about how to leave a voicemail without calling through these platforms.

When is this appropriate? Sales follow-ups, appointment reminders, or messages where you genuinely don't need an immediate response. It's not appropriate for urgent matters or when you actually need to speak with someone.

Some carriers also offer direct voicemail options. T-Mobile users can call 1-805-637-7243 to access their voicemail system and send messages without ringing the recipient.

How NextPhone Eliminates the Voicemail Problem

NextPhone takes a different approach: what if callers never reached voicemail at all?

What NextPhone Does

NextPhone's AI receptionist answers calls in under 5 seconds. No ringing out. No voicemail. No "please hold."

The AI handles calls just like a trained human receptionist:

Greets callers by your business name
Asks how it can help
Collects contact information
Books appointments directly into your calendar
Sends follow-up texts with confirmation details
Routes emergencies to your phone immediately

All of this happens 24/7/365. Nights. Weekends. Holidays. The AI never calls in sick, never takes a lunch break, and never sounds tired at 11 PM when someone's water heater just burst.

The Numbers

Let's compare costs honestly:

Option	Monthly Cost	Calls Handled
Voicemail only	Free	Most callers hang up
Google Voice	Free	Same problem, better transcription
Traditional answering	$500-800	~100 calls/month
NextPhone AI	$199	Unlimited

That $199/month might seem like an expense until you consider that missing calls costs the average home services business $21,700/month in lost revenue.

NextPhone also integrates with your existing tools. CRM systems, calendars, SMS, email notifications. The AI captures information and automatically logs it where you need it.

Frequently Asked Questions

How long should a professional voicemail greeting be?

The ideal length is 10-30 seconds. Anything longer and callers start hanging up before the beep. Include only essential information: your name, company, expected callback timeframe, and alternative contact method for urgent matters.

Most phone systems cut off greetings after 30-60 seconds anyway. Keep it tight.

What should I avoid saying in my voicemail greeting?

Avoid these common mistakes:

"I'll call you back at my earliest convenience" (sounds dismissive)
Long explanations of why you can't answer
Outdated information (old hours, past promotions)
Complex menu options for a personal voicemail
Humor that doesn't match your brand

Also avoid saying your number is "very important to you." It's become a cliche that most callers don't believe anymore.

Should I use an AI voice for my voicemail greeting?

AI voice generators can create professional-sounding greetings, but most callers still prefer hearing the actual person's voice for personal or small business voicemail.

AI voices work better for:

Large company automated systems
After-hours greetings where personal connection matters less
Multi-language options

If you're a solopreneur or small team, record your own voice. It builds trust.

How often should I update my voicemail greeting?

Update your greeting whenever your availability changes significantly:

Before and after vacations
Holiday closures
New business hours
Job title or company changes
Seasonal adjustments

At minimum, review your greeting quarterly. Make sure everything is still accurate. An outdated greeting ("We're closed for Thanksgiving") in February makes your business look neglected.

Why do callers hang up instead of leaving voicemails?

Multiple studies confirm that most callers won't leave voicemails. The main reasons:

They want immediate help. If they could wait, they'd email.
They assume you won't call back promptly. Past experience has trained them.
The next option is one tap away. Calling a competitor takes seconds.
Voicemail feels like effort. Speaking into a void hoping for a callback isn't satisfying.

This is exactly why live answering, whether human or AI, converts significantly better than voicemail. When someone answers, callers feel heard immediately.

Can I have different voicemail greetings for different situations?

Yes. Most phone systems let you set multiple greetings:

Standard greeting - Business hours when you're unavailable
After-hours greeting - Evenings and weekends
Vacation/out-of-office greeting - Extended absences
Holiday greeting - Specific closure dates

Rotating between these greetings as appropriate sets accurate expectations and shows callers your business is actively managed.

Final Thoughts

A professional voicemail greeting matters. It's your backup plan when you can't answer. The scripts in this guide will help you create something effective, whether you need a straightforward business greeting or something with personality.

But let's be real about what voicemail can and can't do.

It can hold a message. It can give callers your callback timeframe. It can offer an alternative contact method.

It can't stop 85% of callers from hanging up without leaving a message. It can't book appointments. It can't capture emergency calls at 2 AM. It can't tell you that the person who just called was ready to spend $5,000 on a new roof.

For those things, you need someone, or something, to actually answer.

AI receptionists like NextPhone answer every call, around the clock, for less than the cost of one lost job per month. If you're tired of checking voicemail to find no messages while wondering where all your callers went, it might be worth a look.