Most homeowners call two or three companies. If they get your voicemail, your greeting has about five seconds to convince them to leave a message instead of calling the next number. A clear, friendly greeting that tells them what happens next makes a real difference.
What every good greeting includes
- Your business name, said clearly at the start.
- A short reason you missed the call (you are on a job, after hours).
- What to leave: name, number, address or town, and what they need.
- When you will call back, and a faster option if you have one (a text, your website).
- Under 20 seconds. Callers hang up on long greetings.
General greetings
Thanks for calling {business}. We're out on a job right now, but we want to help. Leave your name, number and what you need, and we'll call you back today. You can also text this number for a faster reply.
You've reached {business}. Sorry we missed you. Please leave your name, phone number and the address of the job, and we'll get back to you within the hour during business hours.
Hi, this is {your name} with {business}. I'm with a customer right now. Leave a quick message with what you need and the best time to reach you, and I'll call you back as soon as I'm free.
After hours
Thanks for calling {business}. Our office is closed for the day. Our hours are {hours}. Leave your name, number and what you need, and we'll call you first thing in the morning.
You've reached {business} after hours. If this is an emergency, please say so in your message and we'll call you back as soon as possible. Otherwise, we'll return your call the next business day.
Busy season
Thanks for calling {business}. We're getting a lot of calls right now and every crew is out. Leave your name, number and town, and we'll call you back today. For the fastest quote, text us a photo of the job at this number.
Hi, you've reached {business}. It's our busy season and we're booking about {X} weeks out. Leave your details and we'll call to get you on the schedule.
Emergency trades (plumbing, HVAC, tree, restoration)
Thanks for calling {business}. If you have an emergency like {flooding, no heat, a tree on your house}, leave your address and number and say "emergency", and we'll call you right back. For everything else, we'll return your call within the hour.
You've reached {business}, available 24/7 for emergencies. Leave your name, address and what's happening, and the on-call tech will call you back shortly.
Holiday and vacation
Thanks for calling {business}. We're closed for {holiday} and will be back on {date}. Leave a message and we'll call you when we're back. Happy holidays!
You've reached {business}. We're closed until {date}. Please leave your name and number and we'll reach out as soon as we return.
Spanish and English
Thanks for calling {business}. Leave your name, number and what you need, and we'll call you back today. Gracias por llamar a {business}. Deje su nombre, número y lo que necesita, y le llamaremos hoy.
How to record it so it sounds professional
- Record in a quiet room or a parked truck with the engine off, not on a job site.
- Hold the phone a hand's width from your mouth and smile while you talk. It comes through in your voice.
- Write it down and read it a couple of times before recording. Speak a little slower than normal.
- Listen back by calling your own number from another phone.
Better than a great voicemail: a text back
Fewer people leave voicemails every year. Many just hang up and call the next company. A missed-call text back sends the caller a text within seconds, like "Sorry we missed you, this is {business}. What can we help with?" Most people reply to a text even when they would never leave a message. It is one of the first things we set up for every client.