What should your business voicemail say? A greeting that keeps the job
Say who you are, say when the caller will hear back, and offer an easier way to reach you than leaving a message, such as a text or a booking link. Keep it short enough to say in one breath.
Written by Ryan Nicholls, Founder of Archline Digital Solutions Ltd, who builds websites, booking and quoting systems for businesses in Chippenham and across Wiltshire. Updated 23 October 2026.
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Why most voicemail greetings lose the call
Many people simply hang up when they reach voicemail, especially for a first enquiry. They are comparing you with the next name on the list, and leaving a message feels like effort. A greeting that works hard for you gives them something quick to do instead.
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A greeting you can copy
- Who you are: “Hello, you’ve reached [name] at [business].”
- Why you did not pick up: “I’m on a job right now.”
- When they will hear back: “I’ll get back to you by [time].”
- An easier option: “If it’s quicker, text this number with what you need, or book a call at [short link].”
Read it aloud once. If you run out of breath, cut a line. It should take about as long to say as it takes to read the four lines above.
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What to leave out
- A long list of services. The caller already knows what you do.
- Apologies. “Sorry I’m not available” sounds like a closed shop. Say what you are doing and when you will reply.
- A promise you cannot keep. If you say you will call back within the hour, do it.
- Reading out a long web address. Use a short link, or ask them to text.
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Then make sure someone follows it up
A good greeting only works if the promise in it is kept. If you say you will reply by four, set yourself a reminder. If you cannot always manage that, a text sent automatically after a missed call keeps the promise for you.
What to text back after a missed call
Text back or automated receptionist?
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