How to Set Up a Voicemail Greeting
06/19/2025
For a small investment, a business can add a simple, positive addition to the client experience.
How to Set Up a Professional Voicemail Greeting: Tips, Scripts & Troubleshooting
Your voicemail greeting might be the first impression a customer or client has of your business. Whether you’re a solo entrepreneur, a growing clinic, or part of a multi-location enterprise, a professional voicemail greeting sets the tone. In this guide, we’ll walk you through how to set up a voicemail greeting that sounds polished, represents your brand, and works across various phone systems.
Why Your Voicemail Greeting Matters
First impressions count. If someone can’t reach you, your voicemail greeting becomes your voice. A confusing, muffled, or overly casual message can lead to missed opportunities. On the flip side, a clear, confident greeting builds trust and keeps the conversation going.
Key Benefits of a Good Voicemail Greeting:
- Reinforces professionalism and reliability
- Reduces missed call drop-offs
- Guides callers on what to do next (e.g., leave a message, press a number, etc.)
- Makes your business sound more organized and approachable
Understanding Caller Expectations
Today’s customers expect seamless communication, even when they can’t reach you directly. A voicemail greeting is no longer just a functional message, it’s part of your brand experience. When callers hear a greeting that’s clear, warm, and well-structured, they feel acknowledged and valued. This simple detail can directly impact whether they leave a message, call back, or move on to a competitor. Treat your voicemail as an opportunity to strengthen trust every time someone dials in.
Step-by-Step: How to Record a Voicemail Greeting
1. Choose the Right Tone
2. Write Your Script First
The tone of your voicemail should match your brand. Friendly and warm? Direct and formal? Choose a tone that aligns with how you want your callers to perceive you.
Never wing it. Here’s a simple format for a professional voicemail greeting:
“Hi, you’ve reached [Your Name/Company Name]. We’re not available right now, but please leave your name, number, and a brief message, and we’ll get back to you as soon as possible.”
You can customize it by adding business hours, alternate contacts, or website links.
3. Practice Before Recording
Read your script out loud a few times. This helps you catch any awkward phrasing and helps with delivery.
4. Record in a Quiet Space
Background noise can make even the best script sound unprofessional. Use a quiet room and speak clearly. If you’re using a phone, hold it close but don’t speak directly into the mic to avoid distortion.
5. Test and Re-record as Needed
Play it back. Are you too fast? Too soft? Make changes and re-record if needed. Your greeting should be easy to understand, even for someone in a noisy environment.
Optimizing for Different Phone Systems
Not all voicemail platforms are created equal. Business VoIP, PBX systems, and mobile networks handle audio differently, which can affect how your greeting sounds to callers. Recording in a high-quality format (like WAV) and testing playback across devices ensures consistency. If you manage multiple locations or departments, consider centralized management so every extension reflects the same professional standard. This creates a unified brand voice across your entire phone system.
Understanding How Phone Systems Affect Voicemail Quality
The quality of your voicemail greeting isn’t just about the voice or script; it also depends on the phone system delivering it. Business phone systems handle audio differently, and if your platform compresses or formats sound poorly, even a great recording can come across as muffled or distorted. That’s why testing your greeting on the actual system and across devices is critical to maintaining a professional impression.
The Connection Between Your Phone System and Caller Experience
A good phone system supports more than just clear calls, it ensures your voicemail greetings, auto-attendants, and on hold messaging work seamlessly together. Systems that allow custom audio uploads give you the flexibility to brand every interaction, while those with built-in analytics can show you how often callers hit voicemail versus live agents. If your voicemail platform doesn’t support these features, you may be missing out on opportunities to create a polished caller experience and gather valuable insights.
Choosing a System That Grows With You
Your voicemail needs will change as your business grows. Whether you add departments, open new locations, or hire remote staff, having a scalable phone system ensures your greetings stay consistent and professional across all touchpoints. VoIP and cloud-based systems, in particular, make it easy to manage multiple extensions and update greetings without costly hardware upgrades. This flexibility is especially important for small businesses balancing budget with long-term growth.
Want to know which phone systems work best with professional voicemail greetings? Check out our Business Phone Systems for Small Business guide.
Set Up a Voicemail Greeting Sample Scripts
General Business Greeting
“Hello, you’ve reached [Business Name]. We’re currently unavailable, but your call is important to us. Please leave your name and number, and we’ll return your call as soon as we can.”
Medical or Veterinary Clinic
“Thank you for calling [Clinic Name]. We are currently assisting other clients or are closed. If this is a medical emergency, please contact your nearest emergency facility. Otherwise, leave your message and a team member will respond during business hours.”
After Hours Greeting
“Hi, you’ve reached [Business Name]. We’re currently closed. Our business hours are Monday through Friday, 9 a.m. to 5 p.m. Please leave your message, and we’ll return your call when we reopen.”
Vacation or Extended Absence
“Thanks for calling. We’re currently out of office from [Start Date] to [End Date]. If you need immediate assistance, please contact [Alternate Contact Info].”
Troubleshooting Common Voicemail Issues
1. Voicemail Not Saving
- Make sure you have sufficient storage.
- Check your phone settings and carrier support for voicemail storage options.
2. Low or Poor Audio Quality
- Avoid speakerphone or Bluetooth headsets.
- Record in a quiet area with little echo.
- Consider using an external mic or professional service.
3. Greeting Doesn’t Play or Cuts Off
- Restart your phone or re-upload the recording.
- Double-check file format compatibility if you uploaded an audio file (e.g., .mp3, .wav).
4. Callers Can’t Leave a Message
Make sure voicemail is activated and properly routed by your phone system provider.
Check your voicemail inbox for space.
Troubleshooting Common Voicemail Issues
1. Voicemail Not Saving
- Make sure you have sufficient storage.
- Check your phone settings and carrier support for voicemail storage options.
2. Low or Poor Audio Quality
- Avoid speakerphone or Bluetooth headsets.
- Record in a quiet area with little echo.
- Consider using an external mic or professional service.
3. Greeting Doesn’t Play or Cuts Off
- Restart your phone or re-upload the recording.
- Double-check file format compatibility if you uploaded an audio file (e.g., .mp3, .wav).
4. Callers Can’t Leave a Message
Make sure voicemail is activated and properly routed by your phone system provider.
Check your voicemail inbox for space.
When to Consider a Professional Service
If you’re short on time, need multiple languages, or just want to ensure a high-end experience, a professional voice message service like COHM can help.
Here’s what we offer:
- ✅ Custom scripts tailored to your brand
- ✅ Voice talent in various tones, languages, and accents
- ✅ Clean, formatted files for any phone system
- ✅ Fast turnaround and update support
Keeping Your Greeting Up to Date
A voicemail greeting shouldn’t be “set it and forget it.” Outdated messages mentioning old hours, past promotions, or employees who have left can hurt your credibility. Review your greeting at least every quarter or when major changes happen in your business. Updating your message also gives you a chance to reflect seasonal services, holiday hours, or special campaigns, making it a small but powerful marketing tool.
Final Thoughts
Setting up a professional voicemail greeting isn’t just a checkbox—it’s a key part of your communication strategy. By following the tips above and avoiding common pitfalls, you can make sure your voicemail works as an extension of your brand.
And if you’re looking for a fast, polished, and custom solution, reach out to COHM. We specialize in professional voice messaging for businesses of all sizes. Whether it’s voicemail greetings, IVR recordings, or full on-hold marketing, we make sure your callers hear your best side—every time.
Contact COHM today and set up a voicemail greeting project!
