Auto attendant greeting examples for small business, with scripts you can copy

Almost every effective greeting follows the same structure, in this order:

• A short welcome with the business name, so the caller knows they dialed correctly.
• Only the information most callers need right now, such as a changed opening time.
• A menu of no more than four or five options, with the most requested first.
• A way to reach a person, usually by pressing 0.
• An instruction for what happens if the caller does nothing, such as staying on the line.

Aim for a main greeting of around twenty seconds. If callers regularly press an option before the greeting ends, it is too long. An auto attendant that follows business hours lets you keep separate greetings for open hours, after hours and holidays, each short and specific.

Dental and medical practices get many repeat calls about appointments, so put scheduling first and emergencies clearly separate.

• "Thank you for calling Northwind Dental. To book, change or cancel an appointment, press 1. For billing and insurance questions, press 2. If you are a patient with a dental emergency, press 3. For anything else, press 0 to reach our front desk. You can also stay on the line."
• Emergency option after hours: "Our office is currently closed. If you are experiencing a dental emergency, please call our on-call line at 555-0147. For all other requests, leave a message after the tone and we will call you back on the next business day."

Keep medical wording neutral and never promise a specific call back time you cannot keep.

Callers to a law office are often new clients with an urgent problem, or existing clients looking for one person. Give both a clear path.

• "You have reached Harbor Lane Legal. If you are a new client and would like to schedule a consultation, press 1. If you are an existing client and know your attorney's extension, you may dial it at any time. For our dial by name directory, press 9. For all other calls, press 0 to speak with our reception."
• Optional line for confidentiality: "Please do not leave confidential details in a general voicemail. Our team will call you back to discuss your matter."

A dial by name directory helps firms with several attorneys, as callers often remember a surname but not an extension.

Contractors are often on site and cannot answer every call, so the greeting should capture the lead and route urgent jobs.

• "Thanks for calling Riverbend Plumbing and Heating. For a new estimate or to book a service visit, press 1. If you have an active job with us, press 2. For an urgent leak or no heat, press 3 and we will connect you to the technician on call. To leave a message, press 4."
• Short version for busy seasons: "Thanks for calling Riverbend Plumbing and Heating. We are with other customers right now. Press 1 to leave your name, address and a short description of the job, and we will call you back today."

Route the urgent option with call routing software to the mobile of whoever is on call that day, and send every message to the office by voicemail to email so no lead is lost.

Agencies and consultancies have fewer calls, mostly from clients and prospects. Keep it brief and make it easy to reach an account team.

• "Hello, you have reached Bright Harbor Studio. For new projects and partnerships, press 1. If you are a current client, press 2 to reach your account team. For accounts and invoices, press 3. To reach the front desk, press 0."
• For a very small team: "Hello, you have reached Bright Harbor Studio. Please hold while we connect you, or press 1 at any time to leave a message."

A single option that rings the whole team at once often works better for a small studio than a detailed menu.

After-hours greetings should say that you are closed, when you open again, and what the caller can do now.

• "Thank you for calling Northwind Dental. Our office is now closed. Our hours are Monday to Friday, 8 AM to 5 PM. Please leave a message after the tone and we will return your call on the next business day."
• "You have reached Riverbend Plumbing and Heating outside our regular hours. For an emergency, press 1 to reach our on-call technician. To leave a message for the office, press 2."
• "Thanks for calling Bright Harbor Studio. We are out of the office right now. Leave a message with your name and number, or email support at the address on our website, and we will get back to you tomorrow."

Record holiday greetings in advance and schedule them, so nobody has to remember to switch them on at midnight.

• "Thank you for calling Harbor Lane Legal. Our office is closed for the holiday and will reopen on Monday at 9 AM. Please leave a message and we will return your call when we reopen."
• "Happy holidays from all of us at Northwind Dental. Our office is closed from December 24 to December 26. If you have a dental emergency, please call 555-0147. Otherwise, leave a message and we will call you back when we return."
• "Thanks for calling Riverbend Plumbing and Heating. We are closed today for the holiday, but our emergency line is open. Press 1 for urgent service or press 2 to leave a message."

• Read the script aloud before recording. If you run out of breath, it is too long.
• Put the option most callers want first. Your call log shows which option is pressed most.
• Say the action before the number: "for billing, press 2" is easier to follow than "press 2 for billing".
• Avoid telling callers to visit the website unless it genuinely answers their question.
• Record in a quiet room, close to the microphone, and keep the tone the same across all greetings.
• Use text to speech for a clean, consistent voice if nobody on the team wants to record.
• Review greetings every quarter, and immediately after a change in hours or staff.
• Check call analytics for callers who hang up during the greeting. That is the clearest sign it needs trimming.