Business Voicemail Greeting Scripts You Can Copy

A good business voicemail greeting says your business name, confirms the caller reached the right place, tells them what to leave (name, number, reason), and says when you will call back, all in about 20 seconds. Add your hours on the main line, and an emergency instruction if your callers might need one.

Below are scripts for every situation a small business runs into. Replace the brackets and read them aloud before recording.

The anatomy of a good greeting

Part	Example	Why it matters
Business name	"Thanks for calling Northside Plumbing."	Confirms the right number
Situation	"We're with other customers right now."	Explains why no one answered
What to leave	"Leave your name, number and what you need."	Gets useful messages
Callback promise	"We'll call you back within two hours."	Sets expectations
Alternative	"Or text us at this number."	Gives faster options
Emergency line (if relevant)	"For an emergency, press 1."	Routes urgent calls

Main line scripts

Standard

"Thanks for calling [Business Name]. We can't get to the phone right now. Please leave your name, number and a short message, and we'll call you back within [two business hours]."

Friendly, small team

"Hi, you've reached [Business Name]. We're probably out on a job or with a customer. Leave your name, number and what you need, and we'll get back to you today."

Professional office

"You've reached [Firm Name]. Our team is unavailable to take your call. Please leave your name, phone number and the reason for your call, and a member of our staff will return your call by the end of the business day."

With hours and website

"Thanks for calling [Business Name]. We're open [Monday through Friday, 8 to 5]. Please leave a message with your name and number and we'll call you back. You can also book online at [website]."

After-hours scripts

"Thanks for calling [Business Name]. We're closed right now. Our hours are [hours]. Leave your name, number and a brief message, and we'll return your call first thing [next business day]."

"You've reached [Business Name] after hours. If this is an emergency, hang up and call 911. Otherwise, leave a message and we'll call you back when we open at [time]."

For businesses with true emergencies, combine voicemail with an emergency route. See after-hours call handling.

Busy-time scripts

"Thanks for calling [Business Name]. All of us are helping other customers right now. Please leave a message and we'll call you back within the hour."

"We're getting a lot of calls today. Leave your name and number and we'll call you back in the order we received them. Thanks for your patience."

Holiday and closure scripts

"Thanks for calling [Business Name]. We're closed [today/from date to date] for [holiday]. We'll reopen on [day] at [time]. Leave a message and we'll call you back when we're back."

"Thanks for calling [Business Name]. Our office is closed today due to [weather/an emergency]. We're checking messages, so please leave your name and number and we'll be in touch."

Switch holiday greetings back the day you reopen.

Department scripts

Sales or new customers

"Thanks for your interest in [Business Name]. Leave your name, number and what you're looking for, and someone from our team will call you back today with answers and pricing."

Support

"You've reached [Business Name] support. Leave your name, account or order number and a short description of the problem. We'll call you back within [time]."

Billing

"You've reached [Business Name] billing. Please leave your name, invoice number and your question. We'll return your call within one business day."

Individual staff scripts

"Hi, this is [Name] at [Business Name]. I'm away from my phone. Leave your name, number and message, and I'll call you back today. If you need help sooner, call our main line at [number]."

"You've reached [Name], [role] at [Business Name]. I'm out of the office until [date]. For urgent matters, please call [colleague] at [number]."

Scripts for changes and transitions

New phone number

"Thanks for calling [Business Name]. Please note our new number is [new number]. Leave a message here and we'll call you back, and please update your contacts."

Moving or renovating

"Thanks for calling [Business Name]. We're moving to [new address] and will reopen there on [date]. Leave a message and we'll call you back today."

Seasonal business

"Thanks for calling [Business Name]. We're closed for the season and reopen on [date]. Leave your name and number to get on our list, and we'll call you when we open."

Healthcare and professional services

"Thank you for calling [Practice Name]. If this is a medical emergency, hang up and dial 911. To schedule or change an appointment, please leave your name, date of birth and phone number. We return calls within one business day."

Avoid inviting callers to leave detailed sensitive information if your voicemail is not set up to protect it.

Recording tips

• Write it first. Do not improvise.
• Stand up and smile. It sounds silly, but it changes your voice.
• Record in a quiet room. Turn off fans and close the door.
• Speak slower than feels natural. Especially phone numbers and websites.
• Say numbers in groups. "Five five five, zero one zero, zero one hundred."
• Listen back on a phone, not on your computer speakers.
• Keep one voice across all greetings on the same system.
• Check it calls through. Call your own number from a cell and listen to the whole thing.

Mistakes to avoid

• "Your call is very important to us." Callers do not believe it.
• Listing every way to reach you. Pick the best one or two.
• Outdated hours, holidays or staff names.
• Background noise or music that makes speech hard to hear.
• Promising a callback time you cannot keep.
• A full mailbox. Clear voicemails regularly, or use a system that does not fill up.

A quick review routine

Once a month:

• Call your main number and listen to the greeting
• Check hours and names are current
• Confirm holiday greetings were removed
• Review how quickly messages were returned last month
• Update any department or staff greetings that changed

Voicemail on Callata

In Callata you type your voicemail greeting, and it is spoken in a natural voice, so you can paste any script above and change it in seconds for holidays or closures. If you leave it blank, Callata uses a default greeting with your business name. Every voicemail is transcribed and triaged for urgency, and a callback is scheduled around your business hours, so the promise in your greeting is easier to keep. Voicemail transcription is included in the $99 monthly plan for up to five users. Pair your greeting with business hours routing. Start now.