The short answer
A good business voicemail greeting does four things in under 20 seconds: says who they’ve reached, says sorry you missed them, asks for their name, number and the reason for the call, and says when you’ll call back. Keep it to about 40 to 50 words. Leave out dates unless you’ll change it again, and say any phone number slowly.
Your voicemail greeting is often the first time a new customer hears your business. If it sounds rushed, muffled or out of date, some callers hang up and try the next company on the list. Below are greetings you can copy and change, sorted by the kind of business you run.
1. The four parts of a good greeting
| Part | What to say | Example |
|---|---|---|
| Who | Your business name, and your name if it’s your line | “You’ve reached Sarah at Bayside Plumbing.” |
| Sorry | One short line, no excuses | “Sorry I missed your call.” |
| What to leave | Name, number and the reason for the call | “Leave your name, number and what you need.” |
| When | When they’ll hear back, if you can promise it | “I’ll call you back today.” |
Asking for the reason for the call matters most. It means you call back with the answer ready, instead of starting a round of phone tag.
2. Voicemail greeting examples by business
Small office, main line
“Thank you for calling [Company]. Sorry we missed you. Please leave your name, your number and a short message, and we’ll call you back within one business day.”
Owner who answers their own phone
“Hi, you’ve reached [Name] at [Company]. I’m with a customer right now. Leave your name, number and what you need, and I’ll call you back today.”
Trades and home services
“You’ve reached [Company]. We’re out on a job. Leave your name, your number and your address, and tell us what’s going on. If it’s an emergency, [call / press] [number] to reach someone now.”
Appointments: salon, studio or clinic front desk
“Thanks for calling [Business]. We’re with clients right now. To book or change an appointment, visit [website], or leave your name, number and the day you’re hoping for, and we’ll call you back.”
Professional services: accountant, lawyer, consultant
“You’ve reached the office of [Name] at [Firm]. Please leave your name, number and a brief message, and we’ll return your call by the end of the next business day. Please don’t leave account numbers or private details in your message.”
Real estate or sales
“Hi, this is [Name] with [Company]. I’m probably showing a home right now. Leave your name, number and the property you’re calling about, and I’ll get right back to you. If you’d rather text, this number takes texts too.”
Only say “this number takes texts” if it really does. Many office lines can’t.
3. Away, vacation and after hours
Out of the office for a few days
“You’ve reached [Name] at [Company]. I’m out of the office until [day and date]. Leave a message and I’ll call you back when I’m back, or for help sooner, call [colleague] at [number].”
After hours
“Thank you for calling [Company]. Our office is closed. Our hours are [days], [time] to [time]. Leave a message and we’ll call you back the next business day.”
Any greeting with a date in it goes stale the morning you get back. Set a reminder to change it back, or keep a dated message separate from your everyday one. For Thanksgiving, Christmas and New Year, my holiday phone messages guide has ready scripts with the 2026 dates.
18 seconds, friendly and clear. More phone and on-hold work.
4. Mistakes that make callers hang up
- Too long. Past 20 seconds, people stop listening and start wondering when the beep is coming.
- A phone number said too fast. Say it slowly, in groups: “804… 210… 2894.” Say it twice if it matters.
- An old date. “I’m back on Monday the 14th” three weeks later tells callers nobody checks the line.
- Noise. A greeting recorded in the truck, the kitchen or a busy office sounds like it was. Callers hear that before they hear your words.
- “Your call is important to us.” Everyone says it, so it means nothing. Saying when you’ll call back does the job better.
- A full mailbox. The best greeting in the world doesn’t help if the caller can’t leave a message after it.
5. How long should it be?
Aim for 15 to 20 seconds, about 40 to 50 words. Every example above fits. If yours runs longer, cut the part callers don’t need, which is usually the hours or a second sales line. Not sure how long yours runs? Paste it into the timer on my guide to how long a voice over runs.
6. Getting it onto your phone
- Business phone systems (the kind with extensions and a phone menu) usually let you upload an audio file for each greeting. Each system asks for its own format. My guide to phone system file formats lists what the big ones want.
- Mobile phones often only let you record a greeting by speaking into the phone. Check with your carrier or phone app before you have one recorded, so you know whether a file will work.
- After you upload, call the line from another phone and listen all the way to the beep.
What you get from me
Send me your script, or tell me what you need it to say and I’ll tidy it up for you. I record it in my own professional booth in Gloucester, Virginia, and send it back in the format your phone system asks for. Most phone scripts are delivered in under 24 hours, with one free revision of up to 50 words, plus pickups. If you need a main greeting, an after-hours message and a voicemail too, they’re recorded together so the whole line sounds like one company.
Quick questions
What should a professional voicemail greeting say?
Who they’ve reached, sorry you missed them, what to leave (name, number and the reason for the call) and when you’ll call back.
How long should a business voicemail greeting be?
15 to 20 seconds, or about 40 to 50 words.
Should I put my hours in my voicemail?
Only on an after-hours greeting. On your everyday voicemail, it just makes the message longer.
Can you record it if I only have a mobile phone?
Ask your carrier or phone app whether you can upload a file first. Many business phone apps can. If yours can’t, tell me and we’ll work out the best way.
Can you write the script for me?
Yes. Tell me your business, your hours and what callers usually want, and I’ll send you a script to approve before I record.
Want it to sound professional?
Send me your voicemail script, or just the details, and the name of your phone system. You’ll get a free quote, usually within a few hours.
More for phone systems: Phone greeting and on-hold script examples · Phone, IVR & on-hold voice over · More guides for buyers