Examples and ideas
Best ivr greetings
Listen to and read some examples of ivr, voicemail and switchboard messages produced by us.
An IVR (Interactive Voice Response) greeting is the message that a caller hears when they first call a business or organization. It should be professional, friendly, and informative, and should set the tone for the call. Some best practices for creating an effective IVR greeting include using a clear, concise script, using a friendly and professional tone, and providing options for the caller to choose from.
Does the idea of having to record or create the best ivr greeting (also known as "ivr prompt recordings") cause you stress and anxiety? It's so straightforward for us that we've created this page of examples and ideas to help you record the best ivr greetings you ever thought possible.
It's obviously sensible to entrust the recording of ivr prompt recordings for your phone system to a company that specialises in this, which is precisely what TELEPHONE VOX does, but writing your own text or script for the best ivr greeting messages can be extremely rewarding if you want to improve your image to those calling your number.
Listen to some examples
IVR Script Examples
Here are a few examples of customised voicemail, switchboard, or IVR scripts just for you.
WELCOME MESSAGE/COURTESY MESSAGE
It is called a "welcome message" or "courtesy message" as it is the first message that is heard at the beginning of the connection. This message usually includes only the name of the company called or a few details.
Thank you for calling "XYZ"
Thank you for calling "XYZ" the call is completely free and will be managed by an English-speaking operator. For training reasons the call may be recorded.
ON-HOLD MESSAGE
This is the message that is heard in 2 instances:
- When the user has chosen the extension to talk to and is waiting for the extension to take the call.
- When the call is being passed from one extension to another.
This is the only message for which a musical background is essential. And it is a message that lends itself very well to announcing special offers or providing business information.
Please hold the line, the operator will be with you as soon as possibile. In the meantime we invite you to visit our website www.XYZ.com where you’ll find the list of all our services or products. (... or any other useful message for marketing ...)
Please hold on, we are transferring your call to the required extension. This year photovoltaic systems will benefit from a tax deduction. Ask the operator for more information. (... or any other useful message for marketing ...)
OFFICES CLOSED MESSAGE
This is the message that is heard when the offices are closed. It's a classic; a mandatory message that shows respect towards the caller.
Hello! Thank you for calling "XYZ". Our offices are closed. We are open Monday to Friday from 8.30 a.m. to 1.30 p.m. and from 4.30 p.m. to 7.30 p.m. If you wish you can send a fax to the number 00.4406.48012*** or an email to [email protected]. Thank you and goodbye for now!
You have reached "XYZ"! Unfortunately, our offices are closed. Please contact us Monday to Saturday, from 9.00 a.m. to 2.00 p.m. and from 4.00 p.m. to 7.00 p.m. For urgent requests, please call this number 00.44.347.1234567
ABANDON MESSAGE
If the switchboard used allows it, this message is used when calls are to be abandoned due to long waiting times, operators are not available, or for other reasons.
Our operators are all still busy, so, to not keep you waiting too long, if you have called us from an identifiable user, you will be contacted by the first available operator. However, we advise you to send an email to [email protected], we always guarantee an answer within 24 hours. Thank you for calling and talk to you later!
We apologise for the inconvenience, but right now we are not able to handle your call. Please contact us later, we will be happy to help you. Thank you.
HOLIDAY CLOSURE MESSAGE
This is a classic message, one that should be activated by all companies before closing for holidays. It serves to inform callers about the reopening date and to avoid the sense of neglect that they feel when they contact a company that will be closed for the medium/long term.
Hello! The business offices of "XYZ" are closed for holidays from August the 10th to August the 25th 20xx. You can send a fax to 00.44.06.1234567 or visit our website www.XYZ.com. Thank you for calling and we wish you happy holidays!
Thank you for calling "XYZ"! We are closed for the Christmas holidays from December the 23rd to January the 7th 20xx. Please contact us and we wish you a wonderful new year! Happy Holidays!
IVR MESSAGE/TREE MESSAGE
This is the interactive message (ivr: interactive voice response) that you use to ask the user which extension they want to talk to. It is also called a "tree message" because there can be more than one of these messages, depending on how the company and its switchboard are structured, maybe one for each "branch".
Press 1 to talk to a sales manager, 2 to talk to the customer service, 3 to talk to the administration. Otherwise, hold the line to talk to the first available operator. Thank you.
Please press 1 for sales, press 2 for purchasing, press 3 for administration. Otherwise dial the extension required now. Thank you.
PERSONAL MESSAGE
This is the message that is used in personal physical answering machines and in the network answering machines offered by telephone operators.
This is the voicemail of the lawyer John Smith, the lawyer can not answer at the moment, leave a message after the tone and you’ll be called back as soon as possible. Thank you.
This is the answering machine of Dr. John Smith, specialist in dentistry. The doctor receives patients Monday to Thursday from 9 a.m. to 1 p.m. If you wish to make an appointment, please leave a message specifying your name and surname and your telephone number; you’ll be called back. Thank you.
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