Tips for a perfect professional voicemail greeting (+ 30 real examples)

First impressions are critical, especially in business. When you can't answer the phone, your voicemail greeting may be the first impression you make on other professionals.

A well-crafted message helps set expectations and keeps communication professional even when you’re unavailable. This blog covers everything you need to know about professional voicemails, including 30 examples and tips to create your own.

Read on to level up your voicemail game.

A professional voicemail greeting is the message callers hear when you cannot answer the phone. A well-thought-out and professional voicemail greeting can help you make a professional impression even if you’ve missed the call. However, an unprofessional voicemail may mean the conversation ends before it starts. 

Voicemails matter even if you don’t interact with customers or clients often. An internal voicemail can help you make a positive impression on your colleagues and superiors. 

Let’s look at some tips on how to create a professional voicemail greeting that leaves a clear, confident impression and makes it easy for callers to know what to do next.

Creating your own professional voicemail greeting can be difficult. Use these tips when recording so your first draft is also your final draft:

Keep it brief and to the point

Callers have reached out to make contact with you, not to listen to a lengthy recording. Keep your voicemail between 20 and 30 seconds. This enables you to share necessary information while also proving that you respect your caller’s time.

State your name and job title clearly for better understanding

Confirm that your caller has reached the right person in the right position. Speak loudly, clearly, and slowly so they can hear and understand you.

Mention the reason you can’t answer the call

You don’t always need to do this, but mentioning why you didn’t answer the phone can help build rapport. Even something like “I’m away from my desk right now” can make the caller feel catered to and not just ignored.

Offer an alternative contact method

Offering an alternative contact method is especially important if you work with high-pressure issues or if it’ll take you more than 24 hours to reply to a message. Provide an email address or alternative phone number so your colleagues can help in urgent situations. 

Be polite and professional in tone

Remember, first impressions are key. This might be the first time this caller has interacted with you. Use a friendly but professional tone to establish your authority and build trust.

Avoid background noise while recording

You don’t want callers to strain to hear you speak. Keep things professional by recording your voicemail somewhere quiet and without distractions.

Include your availability or response time

Explain when you’re generally free for calls and how quickly you’ll get back to the caller. Be precise. Consider including your time zone and working hours. 

Personalize based on your role or industry

A personal voicemail message based on your role or industry helps callers know they reached the right person. If you work at a virtual call center, you might advise callers on wait times and other contact numbers.

Avoid using slang or overly casual language

Always keep things professional. Telling jokes might create the wrong impression. Or the caller might simply misunderstand you and think you’re being unprofessional.

Update your greeting regularly for accuracy

Make sure to keep your voicemail up-to-date. If your job title has changed, or you’ve gotten a promotion or title change, update your recording. If you’ve gone on vacation, mention how long you’ll be away (and don’t forget to change your voicemail once you’re back!).

Try using a script

Recording your voicemail, especially with all of these tips to keep in mind, can feel like a lot of pressure. Reading from a script can help, making it easier for you to get it right on the first try.
Now that you know what makes a great voicemail, here are some examples you can borrow from.

Here are some great business voicemail greeting examples: 

General professional business voicemails

Need a reliable voicemail that works for just about any caller? These examples keep it professional without overthinking it.

1. Thank you for calling. You’ve reached [Name] at [Business]. Sorry I missed you, and I’ll get back to you as soon as I can.

2. Hello. You’ve reached [Name], senior marketing manager at [Business]. I’m not at my desk right now, but I’ll give you a call when I’m back between the hours of 8 a.m. and 5 p.m.

3. Thanks for calling [Name]. I’ll call you back as soon as possible. You can also reach me via email at name@email.com.

4. Hey, this is [Name] at [Business]. I’m away from my desk, in a meeting, or with another caller. Please leave your name, number, and a brief message after the beep, and I’ll get back to you before the close of business today.

5. Hello, this is [Name] at [Business]. If you’re calling about a refund, please contact cancellations@email.com. For all other questions, please leave your contact information and a brief description of your issue, and I’ll reach out within the next three hours.

6. Thank you for calling [Name] at [Business]. Unfortunately, I’ve left this position to pursue other opportunities. Please contact [Name] at (123) 456-7890 if you have any questions.

7. Hi, thank you for calling [Name]. My working hours are 8 a.m. to 5 p.m. EST. Please leave your contact info, and I’ll return your call during my business hours.

8. Hello, and thank you for calling [Name]. If you’re calling about an urgent issue, please reach out to [Name]. If not, I’ll give you a call back before the end of day.

Company voicemail message examples

These types of voicemails are the kind you’ll see used by a company line. You’ll see some general examples for any kind of company, and some industry-specific ideas as well.

9. Hi, thank you for calling [Business]. We’re unable to answer your call at this time, but we look forward to speaking to you soon. Please leave your name, number, and reason for calling, and we’ll be in contact shortly. 

10. You’ve reached [Business]. If you’re calling to cancel an appointment, please leave your name and appointment time, and you’ll receive a text message alert once the appointment is updated. 

11. Thank you for calling the sales desk at [Business]. We’re currently with our other callers but will get back to you soon.

12. Thank you for calling customer support at [Business]. We’re sorry we missed your call, and we look forward to assisting you. Please leave your name, phone number, and a short description of your concern, and we’ll contact you. 

13. Thank you for reaching out to [Business]. We’re currently unavailable. Please leave your contact details, and one of our team members will respond as soon as possible. 

14. Hello, and thank you for calling [Business]. We value your call. Please leave us a message, and we’ll get back to you shortly. 

15. You’ve reached the support desk at [Business]. All of our agents are busy with other callers. Please leave a message, and someone will be with you at the earliest opportunity.

Out-of-office voicemails

These are the special voicemails you should use when you’re out of office. If you’re planning to be gone for a long period of time, consider leaving additional contact information that directs your caller to someone else who can help them. 

16. Hello, this is [Name]. I’m away on vacation until [date]. If you have an urgent concern, please contact [Name] at (123) 456-7890.

17. Thank you for calling [Name]. I’m at a conference for the next two days, so my response times will be delayed. If you have an urgent question, please contact my colleague [Name] at (123) 456-7890. You can also reach out to me via email at name@email.com. 

18. Thank you for calling [Name]. I’m currently away on personal leave, so if you have any urgent questions, please direct them to my colleague, [Name], at (123) 456-7890. 

19. Hi, thank you for calling [Name] at [Business]. Our team is out on a professional development retreat for the rest of the week. Please leave your contact info, and I’ll get back to you as soon as possible. 

20. Hello, you’ve reached the office of [Name], senior operations manager at [Business]. I’m on paternity leave from May 1 to May 20. Please leave your contact information and a brief message, and either I or one of my associates will get back to you.

21. Hi there — you’ve reached [Name]. I’m on vacation from February 1-5, so I’ll reply to your message when I’m back in office. If you need to speak to someone urgently, please contact [Name] at (123) 456-7890.

Short voicemail greetings

If you don’t interact with a lot of customers or prospects, you can always use one of these short and sweet greetings. There’s nothing wrong with cutting to the chase.

22. Hi, this is [Name]. Please leave me a message, and I’ll get back to you as soon as I can. 

23. Hello, you’ve reached [Name]. I’m away from the phone right now, but leave me a message and I’ll get back to you. 

24. Hi there, it’s [Name]. Sorry I missed your call. Please leave me a message. 

25. Hi, this is [Name]. I can’t come to the phone right now, but I’ll be in touch shortly. 

26. Thank you for calling [Name] at [Business]. I can’t answer the phone right now. Shoot me a text or email at name@email.com if it’s urgent, or I’ll give you a call back when I can. 

27. Hi, this is [Name]. Please leave a message after the beep, or send me a text if it’s urgent. 

28. Hi, you’ve reached [Name]. Sorry I missed you! Leave me a brief message, and I’ll get back to you shortly. 

Holiday voicemails

These professional voicemail greetings are perfect for the holiday season.

29. Happy holidays! This is [Name] at [Business]. Our office is closed for the holidays until [date]. Please leave a short message and your contact information, and we’ll get back to you after the break. 

30. Thank you for contacting [Business]. We’re away enjoying the holiday season, but will return on [date]. Please leave a brief message, and we’ll be in touch when we return. 

31. Happy holidays from all of us at [Business]. We’re currently closed, but will reply to your message when we reopen on [date].

32. Season’s greetings from [Business]. Our office is closed until [date], but if you leave your name, number, and a brief message, we’ll get back to you when we reopen. 

Your voicemail is the stand-in when you’re unavailable. It’s an extension of yourself and your company. A well-done voicemail can:

• Strengthen your credibility by showing off your organization and attention to detail.
• Reassure a prospect/client that they’ve come to the right place.
• Provide important details like business hours, alternative contact methods, or other colleagues to contact.
• Guide your caller to next steps and how long they should expect to wait.
• Reduce miscommunication by setting clear expectations.
• Filter out illegitimate calls and help you identify which callers need help sooner.
• Maintain a consistent customer experience across all departments.

Digital communication is key when it comes to business. Though brief, a voicemail is one of those rare touchpoints where you can establish your tone and personality, and build trust between callers and your company.

A strong, professional voicemail greeting is a great way to improve business communication. Another way to step up your game? Updating your communication systems with a solution like Zoom Phone. 

Zoom Phone can help you:

• Easily set up a professional voicemail greeting.
• Manage all communications from a single, easy-to-use platform.

A thoughtful voicemail greeting is what sets the tone for your professional relationships, but that’s just scratching the surface. Zoom Phone can help you create a comprehensive business communication ecosystem that scales with your company and drives business success.

How do I strike the right tone in my voicemail?

Striking the perfect balance between friendly and professional can be hard. Think about the tone your own company uses in marketing copy and previous voicemails. Combine that with a friendly but businesslike voice. If you’re still worried, ask a seasoned colleague what they think of your attempt or lean on the voicemail greeting ideas we’ve listed above.

How long should a professional voicemail greeting be?

A professional voicemail greeting should be concise. Try to keep your voicemail to 20-30 seconds at most.

Can I personalize my voicemail greeting for different purposes?

Yes, you can and should personalize your voicemails based on different scenarios. A personal voicemail greeting shows care and attention to detail that appeals to callers. 

You can personalize your greeting by:

• Acknowledging the caller’s effort (“thank you for calling”) 
• Explain why you’ve missed their call (“I’m busy with other callers”)
• Setting expectations (“I’ll return your call within the next hour”)

How often should I update my professional voicemail greeting?

Update your professional voicemail greeting whenever there are changes to your position or schedule. If you’re on PTO, have been promoted, or are preparing for a conference, you should update your voicemail to reflect that.