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A professional voicemail greeting should state your business name, confirm you’ll call back, give a timeframe, and offer an alternative contact for urgent matters. Keep it under 30 seconds. Specific details build more trust than generic scripts.
According to research by Phone2.io, 85% of callers who fail to reach a business never call back. That figure sits alongside another: 62% of calls to tradespeople go unanswered. Combined, they describe a straightforward problem — most businesses lose enquiries not because callers won’t leave a message, but because the message they hear gives them no reason to.
The examples below cover the full range of scenarios: standard hours, after-hours, out of office, holidays, and specific industries. Each one can be used as written or adapted to fit.
What makes a voicemail greeting actually work?
The best voicemail greetings are short, specific, and end with a clear commitment. Callers decide in the first few seconds whether to stay on the line. A greeting that opens with your business name, states when you’ll call back, and includes an alternative for urgent matters will retain more callers than one that doesn’t.
Invoca’s research puts the voicemail rate at under 3% of callers to small businesses — which means the outgoing message isn’t just a formality, it’s a last chance to give the caller a reason to wait.
We spoke to Mark, a plumber based in South Wales, about what he puts in his voicemail. He told us his old greeting was a default template from his phone provider: “You’ve reached a voicemail, please leave a message.” He had no idea how many people were hanging up rather than leaving one.
After switching to a greeting that named his business, gave a callback window (before 8pm), and included a text option for urgent jobs, he noticed callers started actually leaving messages. A few regulars mentioned they’d previously called someone else because they weren’t sure they’d reached the right number.
The specifics matter. A greeting that says “we aim to call back within two hours during business hours” tells the caller something useful. One that says “your call is important to us” tells them nothing.
Most callers also won’t wait through a long message. Keep the outgoing greeting to 20–30 seconds. If it takes longer than that to say what you need to say, cut it down.
Professional voicemail greeting examples — standard hours
Use these when you’re temporarily unavailable during regular business hours. Each runs under 30 seconds and covers the essentials: business name, brief reason for missing the call, and a callback commitment.
“Hi, you’ve reached Pemberton Plumbing. We’re with a customer right now and can’t take your call. Please leave your name, number, and a brief description of the job, and we’ll call you back within the hour. For emergency callouts, text us on the same number.”
“Thanks for calling Meridian Accountants. Our team is currently on calls or with clients. Leave your name and number and we’ll return your call by the end of the business day. If your query is time-sensitive, press 0 to speak with reception.”
“You’ve reached Hartley Electrical. We’re probably on site right now. Leave a message with your name, number, and what you need, and we’ll call you back before 6pm today.”
“Hi, this is Sarah at Clear View Windows. I can’t take your call at the moment — leave a message and I’ll be back to you within two hours.”
“You’ve reached Fernwood Landscaping. We’re out on a job but we check messages regularly. Leave your name, number, and a good time to call back, and we’ll be in touch.”
“Thanks for calling Griffin & Sons Roofing. We’re on site most days and may not be able to answer straight away. Leave your details and the nature of your enquiry, and someone will call you back today.”
“Hi, you’ve reached Blackwell HR Consulting. I’m either on a call or with a client. Leave your name, number, and a brief note about your enquiry, and I’ll return your call by the end of the day.”
After-hours voicemail greeting examples
After-hours greetings should state your closing time, when you reopen, and what to do if the matter is urgent. Invoca found that roughly 25% of calls to small businesses go unanswered — and a significant portion of those come in outside regular hours, when no one is there to pick up.
“You’ve reached Pemberton Plumbing. Our office is now closed — we’re open Monday to Friday, 8am to 6pm. Leave your name and number and we’ll call you back first thing in the morning. For genuine plumbing emergencies, call our out-of-hours line on 07700 900 XXX.”
“Thanks for calling Hartley Electrical. It’s after hours right now, but we’ll be back in the office at 8am. Leave a message and we’ll return your call first thing. If this is an electrical emergency, contact your local emergency services.”
“Hi, you’ve reached Meridian Accountants. We’re closed for the day. Our offices are open Monday to Friday, 9am to 5:30pm. Leave your name, number, and a brief message and someone will be in touch when we open.”
“You’ve reached Clear View Windows. It’s outside our business hours right now, but your message will be waiting for us when we open tomorrow. Leave your name and number and we’ll call you back.”
“Thanks for calling Fernwood Landscaping. We’re closed for the evening. Leave a message and we’ll get back to you when we open at 7:30am. If you need an urgent quote, you can also reach us by text.”
“You’ve reached Griffin & Sons Roofing. Our lines are open from 7:30am to 5pm on weekdays. Leave your details and we’ll return your call at the start of the next business day.”
Out-of-office voicemail greeting examples
Out-of-office greetings should give a return date and name an alternative contact if one exists. Callers who know when to expect a response are more likely to leave a message and wait than callers who are given no information at all.
“Hi, you’ve reached Sarah Chen. I’m out of the office from 3rd to 10th May and won’t be checking messages during that time. For urgent matters, please contact my colleague James on 020 XXXX XXXX. Otherwise, leave a message and I’ll call you back on my return.”
“Thanks for calling. I’m currently attending a conference and have limited access to my phone until Friday. Leave your name and number and I’ll return your call early next week. For immediate assistance, email the team at the address on our website.”
“You’ve reached Pemberton Plumbing. We’re away for a short period and won’t be taking callouts until Monday 12th May. For emergency plumbing, please contact our recommended cover, Davies Plumbing, on 01XXX XXXXXX. We’ll be in touch with non-urgent enquiries from Monday.”
“Hi, this is Tom at Hartley Electrical. I’m on leave this week and will be back on the 15th. Leave a message and I’ll return your call then. For urgent electrical work, please contact my colleague on the number listed on our website.”
“Thanks for calling Meridian Accountants. Our office is closed for a staff training day today. We’ll be back tomorrow morning. Leave your details and we’ll call you back first thing.”
Holiday voicemail greeting examples
Holiday greetings should name the closure dates, reopen date, and include an emergency option where relevant. “Closed for the holidays” tells callers less than “closed from 24th December, reopening 2nd January.” The more specific, the more confidence it gives.
“You’ve reached Pemberton Plumbing. We’re closed over the Christmas period from 24th December and will be back on Monday 2nd January. Leave your name and number and we’ll return your call when we reopen. For genuine plumbing emergencies over the holiday, please call our emergency line on 07XXX XXXXXX.”
“Thanks for calling Meridian Accountants. Our offices are closed from 23rd December until 3rd January for the Christmas and New Year break. Leave your details and we’ll call you back on our return. Happy Christmas.”
“Hi, you’ve reached Clear View Windows. We’re on our Christmas break and back on 4th January. Leave a message and we’ll get back to you then. Thanks for your business this year.”
“You’ve reached Griffin & Sons Roofing. We’re closed for the New Year holiday and will be back on Monday 5th January. For urgent roof leaks or storm damage, call our emergency line on 07XXX XXXXXX.”
Industry-specific voicemail greeting examples
Tailor your greeting to what callers from your sector actually need to hear. A dental patient calling to confirm an appointment wants different information than a homeowner looking for an emergency callout. The examples below cover six industries where voicemail handling has a direct effect on conversion.
Plumbers and trades
Brad, a mobile mechanic based in the West Midlands, told us he used to have no voicemail at all. Callers who couldn’t get through hit a dead tone and hung up. Once he added a greeting that confirmed his location area, his typical response time, and a text option, he started converting calls he’d previously lost entirely.
“You’ve reached Pemberton Plumbing, covering Cardiff and the Vale of Glamorgan. We’re on a job right now. Leave your name, address, and a description of the problem, and we’ll call you back as soon as we’re free — usually within the hour. For urgent leaks, text us on the same number for a faster response.”
“Hi, this is Brad’s Mobile Mechanics, serving Birmingham and the surrounding areas. I’m probably under a bonnet right now. Leave your name, number, vehicle details, and your location, and I’ll call you back to book you in. No job too small.”
“Thanks for calling Clearwater Drainage. We cover the whole of Greater London. Leave your name, postcode, and a description of the issue, and we’ll call back with an availability and a rough quote. Blockages and emergency drainage — we carry parts on the van.”
Dental practices
“Thank you for calling Riverside Dental Practice. Our reception team is currently busy with patients. Please leave your name, contact number, and date of birth for verification, and we’ll call you back within the hour. If you’re in dental pain or experiencing an emergency, press 1 now to be directed to our urgent care line.”
“Hi, you’ve reached Elm House Dental. We’re with patients right now and can’t come to the phone. Leave a message with your name and number and we’ll return your call today. For appointment cancellations with less than 24 hours’ notice, please email us — details are on our website.”
“Thanks for calling Millbrook Orthodontics. Our team is currently with patients. Leave your name, number, and the name of your treating clinician, and we’ll call you back before the end of the day.”
Real estate agents
“Thanks for calling Hargrove Property. All our agents are currently with clients or on viewings. Leave your name, number, and the property you’re enquiring about, and we’ll call you back within the hour. You can also view our current listings and book viewings online.”
“Hi, you’ve reached Daniel at Hargrove Property. I’m on a viewing right now. Leave your name and number and I’ll return your call as soon as I’m back. If you’re looking to arrange a valuation this week, mention that in your message and I’ll prioritise it.”
“You’ve reached the Lettings team at Hargrove Property. We’re currently out conducting viewings and inspections. Leave your name, number, and whether your enquiry is about renting or buying, and we’ll have the right person call you back today.”
Salons and beauty
“Thanks for calling Salon Eleven. We’re with clients right now and can’t come to the phone. To book an appointment, leave your name and number and we’ll call you back, or book directly through our online booking system at our website. We look forward to seeing you.”
“Hi, you’ve reached Glamour Studio. We’re busy styling right now. Leave your name, number, and the service you’re interested in, and we’ll call you back to get you booked in.”
“Thanks for calling The Colour Room. We’re in the middle of appointments. Leave a message with your name, number, and whether you’re a new or returning client, and we’ll be back to you before we close today.”
Cleaning services
Jess, who runs Shine & Sparkle Cleaning in Manchester, mentioned that her old voicemail didn’t specify whether she covered domestic or commercial work. New enquiries were sometimes unsure they’d called the right number and hung up without leaving a message. Once she made it explicit, the drop-off improved noticeably.
“Hi, you’ve reached Shine & Sparkle Cleaning. We provide domestic and commercial cleaning across Greater Manchester. Leave your name, number, property type, and a good time to call, and Jess will be back to you today with availability and a quote.”
“Thanks for calling Shine & Sparkle. We’re currently out on cleans. Leave a message with your name, postcode, and what you need — regular cleans, deep cleans, or end-of-tenancy — and we’ll call back with a tailored quote.”
“You’ve reached Bright & Tidy Domestic Cleaning. We cover North and East London. Leave your name, number, and the frequency you’re looking for — weekly, fortnightly, or one-off — and we’ll call you back with availability.”
Law firms
“Thank you for calling Blackwood Solicitors. Our legal team is currently in consultation. Leave your name, contact number, and a brief description of your matter, and a member of the team will return your call by the end of the business day. Please note that leaving a message does not create a solicitor-client relationship.”
“You’ve reached Harrington & Co Solicitors. We’re with clients right now. Leave your name, number, and the area of law your enquiry relates to — family, employment, conveyancing, or litigation — and we’ll have the right person call you back today.”
“Thanks for calling the Mercer Legal Group. Our solicitors are in appointments. Leave your name, a contact number, and a brief outline of your matter, and we’ll return your call within two business hours. New client enquiries are always welcome.”
What to avoid in a business voicemail greeting
Avoid greetings that are vague, overlong, or give the caller no useful information.
The most common mistakes:
No business name. Callers who aren’t sure they’ve reached the right number will hang up rather than leave a message.
No callback timeframe. “We’ll get back to you” is weaker than “we’ll call you back by 5pm today.” A timeframe gives callers a reason to wait.
Greeting longer than 30 seconds. Most callers start to tune out. Some hang up before the beep.
Filler phrases. “Your call is very important to us” and “we apologise for any inconvenience” have been heard too many times to carry any meaning. Cut them.
No alternative for urgent enquiries. For trades, legal, or medical businesses, a caller with a time-sensitive problem needs to know where else to turn. If there’s no emergency option, say so directly — it’s better than false hope.
A short, specific, natural-sounding greeting converts better than a formal corporate script — and considerably better than no greeting at all.
Free voicemail greeting generator
Writing a voicemail script from scratch is harder than it looks. Use the free voicemail greeting generator — enter your business name, industry, and scenario, and it produces three ready-to-use scripts in about two minutes.
