First impressions matter for any business, especially when made over the phone, which is why it’s so important to have professional greetings that accurately reflect your business.
Did you know that around 40% of businesses across all industries miss customer calls? This is one of the many reasons why it’s important to have phone greetings in place at all times.
Throughout this blog, we will explore the top 10 phone greetings you can use for your business with examples and more.
Tips For Creating a Good Phone Greeting
When creating phone greetings, it’s important to be as engaging as possible. Here are some tips for creating a good phone greeting:
1- Make sure you remain polite and professional
2- Speak clearly and confidently
3- Thank the caller for ringing
4- Make sure you have a solution to different problems
5- End the call on a positive note
Doing this makes the caller feel valued, and they are more likely to remain loyal to your business.
How Would You Handle a High Volume of Calls?
At MaxContact, we understand that dealing with a high volume of calls can be stressful and frustrating, especially when you are unable to answer the phone.
This is why we have acquired the technology of Curious Thing AI to help you manage more calls, especially during peak times. This tool allows you to move beyond simple voicemail and can offer a wide range of benefits for your business.
For example, AI receptionists can answer calls when you or your team are unavailable, take messages and even route calls to the right person or department.
Another way you can handle a high volume of calls is by having the right scripts in place for every possible scenario. This can help to simplify processes and prepare you for different situations.
To make things easier, we have provided you with our top 10 phone greeting scripts you can use for your business.
1- Welcome Greeting
This is the first interaction a customer will have with your company, which is why it’s important to make a good first impression. Make sure that your greeting is upbeat and engaging so the customer stays on the line.
Script Examples:
1. ‘Hello, you have reached [business name], your call is very important to us, please wait while we connect you to an available agent.’
2. ‘Thank you for calling [business name], please hold while we connect your call.’
3. ‘Thank you for calling [business name], where customer service is our top priority. Please hold, and one of our agents will be with you shortly.’
2- Waiting Scripts
Whenever a customer is waiting for their call to be connected, it’s important that you have a waiting script in place so they know that you are still trying to connect them.
If a customer is waiting for someone to answer their call and hasn’t heard anything in a while, they may automatically assume they have been forgotten about or disconnected.
Script Examples:
1. ‘Your call is very important to us. Please be a little patient, and you’ll be connected to the next free agent.’
2. ‘You are number [number here] in the queue.’
3. ‘All of our agents are currently busy assisting other callers. Please press 1 to continue holding or 2 to receive a call back.’
3- Connecting to an Available Agent
It’s important to have a script for this so that customers know where they are up to in the queue and when they are being connected to an agent.
Script Examples:
1. ‘Please hold while we connect you to an agent.’
2. ‘Please stay on the line, your call is being connected.’
3. ‘Thank you for your patience, please wait while we connect your call.’
4- For Calls Outside of Business Hours
Out-of-hours voicemails are important so that customers know that you're currently closed. If you don’t have this in place, customers may think you’re ignoring their calls.
Script Examples:
1. ‘Thank you for calling [business name]. We are currently closed. Please leave a message after the beep, or call back during business hours. We are open Monday to Friday, 9 am to 6 pm.’
2. ‘Hello, and thank you for calling [business name]. Our office is currently closed; however, our team is available Monday through Friday, from 9 am to 6 pm. Please leave your details after the beep, and we’ll return your call as soon as possible.’
3. ‘Thank you for calling [Company Name]. We apologise, but our office is currently closed. Our business hours are Monday through Friday, 9 am to 6 pm. Please leave a message with your name, phone number, and the reason for your call, and we will return your call. You may also visit our website at [CompanyWebsite.com] for more information. Thank you for your understanding.’
5- High Volume Call Script
If you’re experiencing a high volume of calls, it’s important that you let your customers know so they understand why it may be taking longer than usual for their call to connect.
Script Examples:
1. "We are currently experiencing a high volume of calls. Please leave a message with your name and phone number, and we will return your call as soon as possible.’
2. ‘All of our agents are currently busy, please ring back later or leave a message and we will get back to you when an agent is available.’
3. ‘All of our agents are currently busy assisting other callers at this time. Please leave a message after the beep, and we will return your call.’
6- Scripts for When You’re Closed for Holidays
Some customers, especially new ones, may not know whether or not you’re open on bank holidays, which is why having a greeting for this can be beneficial for callers.
Script Examples:
1. ‘Thank you for calling [business name]. Unfortunately, we are closed today for the holiday. Please try again on our next working day. Our opening hours are Monday to Friday, 9 am to 6 pm.’
2. ‘[Business name] is currently closed for the holiday. Please call back another time or check our website to view our opening hours. Thank you.’
3. ‘Hi, you’ve reached [Business Name]. We’re currently closed for the holiday and will reopen on [insert date]. Please leave your name, number, and message, and we’ll get back to you once we return. Thank you’
7- Maximum Waiting Time Reached
Sometimes, when a customer has been waiting for a long amount of time, they can get frustrated, especially when the maximum waiting time has been reached.
Make sure that you offer a solution to this problem so the customer doesn’t go elsewhere.
Script Examples:
1. ‘You have exceeded the waiting time. Please leave your name and contact details, and we will call you back as soon as possible. Thank you for your patience.’
2. ‘Thank you for waiting. Unfortunately, all of our agents are still busy. Please hang up and call back later.’
3. ‘You have reached the maximum waiting time. Please hang up and email us at [email here]. We will aim to respond within the next few hours. Sorry for the inconvenience.’
8- Missed Call Follow-up
In some cases, customers will hang up before leaving a voicemail, which is why it’s important to provide them with a voicemail greeting to encourage them to take the next steps.
Script Examples:
1. ‘Sorry, we missed your call! Please leave your name and contact number, and we’ll get back to you as soon as we can. Sorry for the inconvenience.’
2. ‘Sorry, we’re unable to take your call at this time. Please leave us a message to save waiting in a queue again, and we will call you back as soon as possible. Thank you.’
3. ‘You’ve reached [Business Name]. We’re sorry we missed your call, but we want to help. Please try again later, or leave your contact number and name, and we will return your call.’
9- In-Queue Announcements
In-queue announcements are important as they let customers know where they are in the line. These announcements are played every few minutes to keep the customer engaged.
Script Examples:
1. ‘Thank you for holding. You are now number [number here] in the queue. Press 1 to continue to hold or 2 to request a call back.’
2. ‘Thank you for your patience. Our team is working hard to answer your call. Please continue to hold, and we will connect your call as soon as possible.’
3. ‘All of our agents are busy assisting other customers. Please continue to hold or visit our website for useful information. Thank you for your patience.’
10- Greetings for Lunchtime
If your business closes for lunch, make sure you have a voicemail greeting to let customers know why you can’t answer the phone.
Script Examples:
1. ‘Thank you for calling [business name]. We are currently closed for lunch but will be open again shortly.’
2. ‘You have reached [business name]. We are closed from 1 pm to 2 pm for lunch. Please call back after this time, and we will get back to you as soon as possible.’
3. ‘Thank you for calling [business name]. We are closed for lunch, but will be open again after 1 pm. Please call back after 1 or leave your name and phone number after the beep, and we will return your call.’
So, there we have it, our top 10 voicemail greetings for your business. Having the right greetings in place at all times prepares you for a wide range of scenarios and allows you to maintain good customer service even when you can’t come to the phone.
Never Miss a Call Again With MaxContact’s Conversational Voice AI Tool
Whether it’s lunch breaks, in the morning or even out of hours, missing a call can cause you to potentially miss out on an opportunity. That’s where our conversational voice AI tool comes in.
No matter if you’re answering a question, confirming a payment, routing a call, or collecting feedback, AI agents can step in to handle high-volume, repetitive interactions.
This is especially helpful for things such as missed call handling, after-hours call support and outbound reminders, therefore allowing your team to focus on calls that need a human touch while leaving the rest to our voice AI agent.
To find out more about our services or to speak to a member of our team, contact us today. We look forward to improving your customer service and simplifying your call handling.
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