Answering Machine Messages (With Examples)

In the modern landscape of digital communication, including messaging apps and emails, your business answering machine message may seem less critical. However, many people still prefer the personal touch of a phone call—whether that means speaking to someone directly or leaving a voicemail for later follow-up.

This article covers how to craft an effective voicemail message and offers examples for both business and personal answering machine greetings.

Key Takeaways:

Your business should have a voicemail system with a professional message for potential customers and key partners who call outside regular business hours.
A polished voicemail message enhances your credibility, demonstrates competence, and encourages the caller to engage with you later.
Clearly state your name or your business’s name in the voicemail to confirm that the caller has reached the right place.
If you have alternative ways for callers to reach you after hours, include that information in your message.

Answering Machine Messages With Examples.

In This Article

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How to Create Effective Answering Machine Messages
Top 7 Business Voicemail Greeting Examples
Examples of Personal Voicemail Greetings
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How to Create Effective Answering Machine Messages

Your voicemail greeting should strike a balance between professionalism and personal touch. Depending on your role, company, and the context, the structure of your greeting may vary. Here are key considerations to keep in mind while recording your voicemail message:

Avoid Generic Messages. Generic messages can discourage potential clients or partners from leaving their information. Phrases like “Your call is very important to us…” are often perceived as insincere. This is your moment to make a strong first impression. Stand out from the crowd.
Confirm the Caller’s Destination. Start your voicemail by confirming who the caller has reached. Provide your name and company, or if applicable, the department they have contacted.
Express Regret for Missing Their Call. Apologize for being unavailable and reassure the caller that you will return their call. This acknowledgment can ease their frustration, especially if their call was urgent.
Encourage Message Leaving. Prompt your caller to leave a message, specifying what information they should provide, such as their name and contact number. This increases the likelihood of them leaving a voicemail.
Set Expectations for a Call Back. Inform the caller when they can expect a return call, but ensure that the timeframe you provide is realistic. Keeping it within 24 hours is generally advisable.
Offer Alternative Contact Methods. If the matter is urgent, provide other ways for the caller to reach you, such as text or email, especially if you are currently unavailable.
Keep It Concise. Limit the information you provide. A straightforward message is more effective than an overly detailed one. Aim for a voicemail duration of 25 seconds or less.

Top 7 Business Voicemail Greeting Examples

Need inspiration? Here are seven examples of business voicemail greetings that you can customize to fit your brand and tone:

“Hi, you’ve reached Eliza Day, Founder and CEO of Green Truck Engines. I’m sorry to have missed your call. Please leave your name, phone number, and business name, along with a brief message at the tone. I’ll return your call within twenty-four hours. Have a wonderful day!”
“Hi, this is Angie Kinney with Harper Collins. I’m currently unavailable to take your call. Please leave your name, number, and a brief message, and I will return your call as soon as possible.”
“Hello, you have reached King & King. Our offices are currently closed for the holidays until December 28th. If this is urgent, please send your inquiry to info@kingandking.com. For other inquiries, I will return your call when we reopen. Thank you!”
“Hello, this is Kate Chadwick of Scholastic, Inc. I apologize for missing your call. If urgent, feel free to text me at this number or email me at kchadwick@scholastic.com. Otherwise, please leave a message, and I will respond as soon as I can. Thank you!”
“Hello! You’ve reached LeadCatcher, Inc. All representatives are currently busy assisting other customers, but we’re eager to help you soon. For quick information, visit our website at leadcatcher.org. Otherwise, please leave your name, phone number, business, and a brief message for a timely response.”
“Thank you for calling Apple, Inc. We apologize for missing your call. Our operating hours are Monday to Friday from 8:00 a.m. to 6:00 p.m., and Saturday to Sunday from 9:00 a.m. to 12:00 p.m. Please leave a message with your name, phone number, business, and brief message, and we will return your call during office hours. Thank you!”
“Thanks for calling Landscaping Unlimited. We are currently unavailable to take your call. Please leave a detailed message with your name and phone number, and we will return your call as soon as possible. Have a great day!”

Examples of Personal Voicemail Greetings

Personal voicemail greetings can afford to be more casual and even humorous while still maintaining a sense of professionalism. Here are some fun examples:

“Hello, I’m unable to take your call right now, but my answering machine can chat with you. Wait for the beep!”
“Hi, I’m Maria’s answering machine. What are you and why are you calling?”
“Hi, this is Margot’s answering machine. She’s unavailable, but I am!”
“Hello. This is a recorded message capable of receiving messages. Just a heads up—my owners don’t need new siding, windows, or carpet cleaning. If you meet those criteria, feel free to leave a message.”
“Hi, I’m probably avoiding your call. Leave a message, and if I don’t call back, you’ll know why.”
“Hello, you’ve reached the number you dialed. Please leave a brief message after the beep!”
“Hi there! I can’t pick up the phone right now, but if you hop three times, spin six times, touch your tongue to your nose, and say your name before leaving a message after the beep, I promise to return your call within the hour!”
“Hi, it’s Rachel. From now on, I’m only returning voicemails left in catchy pop tunes. Good luck! Wait for the beep.”

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Author

Caitlin Mazur

Caitlin Mazur is a freelance writer at Zippia. Caitlin is passionate about helping Zippia’s readers land the jobs of their dreams by offering content that discusses job-seeking advice based on experience and extensive research. Caitlin holds a degree in English from Saint Joseph’s University in Philadelphia, PA.

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