Recording a Professional Voicemail Greeting

A professional voicemail greeting is a recorded message that plays when you miss a phone call. The purpose of this recording is to inform your caller that you cannot make it to the phone, and they should leave a message. Whoever is calling you hears this message, making it important to be polite and professional. Rather than using the generic voicemail your phone provider sets up for you, you can record your own voice. This makes a better impression and shows that you pay attention to details.

Include the following things in your voicemail greeting:

• Your information: This includes your name, job title, and company name. You may want to also include your office hours or other ways to reach you.
• Away message: A sentence explaining that you can’t get to the phone right now.
• Prompt: Asking your caller to leave their name, number, and reason for calling.
• Promise to return call: At the end of your message, promise to call your caller back. Make it clear that you value their message.

Follow these tips when recording a professional voicemail greeting:

• Be polite: This is especially important for your work phone. Remember, your colleagues and clients are hearing this message.
• Keep it brief: People don’t need to know all the details about why you’re away. Keep your recording between 10 and 30 seconds long.
• Show your gratitude: Thank the person for calling and express your regret for not being able to answer right now.
• Speak clearly: Make sure to enunciate your words and speak slow enough for callers to understand you. You may need to record the message a few times to get the right pacing.

Here are a few examples of quality voicemail greetings to use for your work phone:

• Hello. You have reached [Name], the [Job Title] at [Company Name]. Unfortunately, I cannot get to the phone right now. If you leave your name, number, and reason for calling, I will get back to you as soon as possible. Thank you.
• Hi. This is [Job Title] [Name] at [Company Name]. Sorry for missing your call. Please leave your name, phone number, and reason for calling so I can get back to you.
• You have reached the phone number of [Name], the [Job Title] at [Company Name]. I understand that your phone call is important which is why I will get back to you shortly. Please leave a message that includes your name, number, and reason for calling.
• Hello. You have reached the line of [Name], the [Job Title] at [Company Name]. I am currently away from my desk right now but look forward to returning your phone call. Please leave a message that includes your inquiry and contact information.
• Hey, this is [Name], the [Job Title] at [Company Name]. I am currently away from the phone right now. My office hours are from [Time] to [Time], [Weekday] through [Weekday]. If you would like me to return your call, please leave a message.
• You have reached the office of [Name] at [Company Name]. I am unable to pick up the phone right now. Please leave your contact information and reason for calling, and I will return your message soon. Thank you, and have a nice day.
• You have reached the phone number of [Name], the [Job Title] at [Company Name]. I appreciate your call and will get back to you soon. In the meantime, you can email me at [Email] or leave a message.
• Hi, this is [Name] at [Company Name]. I’m likely working with another client right now, but if you leave a message, I will be able to call you back by the end of the day. Thank you.
• Hello, you have reached [Company Name]. We are unable to get to the phone right now but will call you back shortly if you leave a message. Our office hours are [Time] to [Time], [Weekday] through [Weekday]. If you need assistance right away, please call our emergency line at [Phone Number]. Have a great day.
• Hi, this is [Name] at [Company Name]. I will be away from the office from [Day] to [Day]. In the meantime, please reach out to [Name] at [Phone Number]. [Pronoun] should be able to take care of any of your questions or concerns. Thank you.
• Hello there. This is [Job Title] [Name] at [Company Name]. I will be away from the office until [Date]. If you need assistance right away, please call [Name] at [Phone Number], otherwise, please leave a message. I will get back to you once I return. Thanks.
• Hi, this is [Name] at [Company Name]. I am currently away due to [Brief Reason]. Since I will be out of the office for quite some time, please direct all of your messages to my assistant [Name]. [Pronoun] will be filling in while I am away. Have a nice day.
• You have reached [Job Title] [Name] at [Company Name]. Since I currently cannot answer the phone, please leave a brief message explaining what you need. Be sure to also include your name and phone number. One of my associates or I will get back to you as soon as we can.