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The Essential Elements to Professional After Hours Recordings

Whether your business is open for only a certain number of hours on a few days a week or 24 hours a day, seven days a week, it is important that the welcome greeting your clients or potential customers hear on the phone is professional and informative. It is your business’s opportunity to make a first impression even when your business is not open. A professional after-hours recording can answer simple questions for a potential customer and make it easier for them to become your next client. Below are some tips on creating a professional phone greeting.

Why You Need a Greeting

From a customer’s perspective, hearing a professional, informative phone greeting is much more pleasant and relieving than subjecting them to endless ringing, or to wait for their call to finally transition to a voicemail box with no certainty than they have even reached the right business. Have your message automatically play during non-operational business hours.

Personalising your after-hours phone recording is important; every potential point of contact with a customer is an opportunity to showcase your company’s branding and image. Personalising your recording for public holidays can also leave a positive impression on the customer: it shows that your business frequently checks their voicemail for new messages and aims to provide the most up-to-date information to callers when possible.

Use an IVR Recording Service

An Interactive Voice Response (IVR) service is an automated phone system technology that allows callers to utilise a voice response system of pre-recorded messages so they can access information. A voice recording service will help deliver professional, clear, and useful voice prompts or phone greetings. Some IVR services can also help review your phone greeting script and provide meaningful feedback so that your company is putting their best foot forward with both existing and potential clients. Utilising a professional recording service can help make an excellent first impression with callers, which in turn impacts your business’s reputation.

Substantive Content

Your after-hours phone greeting should provide substantive information to the caller. This includes facts such as:

  • Your business name;
  • The hours of your business (and whether you are closed);
  • Next steps (such as leaving a message);  
  • How to reach the emergency line (if applicable).

It is important to provide your business name so that you can reassure the caller that they have, in fact, reached the correct phone number. This helps reduce the number of frustrated hang-ups on the part of the caller, who may

Messages should not be too long or too short. The ideal message length is approximately 20 seconds. If you are finding it difficult to fit all the important information in that time frame, consider having your script reviewed by a professional before recording.

If there are other steps that a potential caller should take, your after-hours phone greeting can be an opportunity to utilise a phone menu and provide those other steps to a caller. For example, if your business interacts regularly with both individual clients and other business-owners, you may want to tailor your options to suit the appropriate party. For example, while you may want to offer clients an opportunity to leave a voicemail message, you may have an alternate e-mail or other point of contact for partnership inquiries from other businesses.

Finally, allow callers the option to leave a message so no sales opportunities are lost! Many businesses provide important information to callers but fail to give potential clients a way to leave a message. When customers must take extra steps to reach a business, these leads become less likely to be turned into sales. Eliminate that risk by offering callers an easy way to connect with your business.

Voice and Style

Choose the appropriate voice to suit your business and clientele. Do you present yourself and your business more professionally and formally? Or do you present yourself as more approachable and casual? The type of language that a bank or insurance company might use, for example, would generally be different from a local mom-and-pop bookstore.

Do not mix your voicemail message with music, as it can impact the clarity of your message. Keep your message as simple as possible.

Example Messages

If you find that you are struggling to write a brief script for your automated phone recording, here are some examples of phone messages that you can utilize or adapt to make your own.

“Hello, you’ve reached [company name]. Our regular business hours are Monday through Friday, nine A.M. to five P.M. We can’t take your call right now, but we will call you back as soon as we’re available. Please leave your name, number, and reason for your call. Thank you and have a great day!”

The message above is well-suited for most businesses, as it is sufficiently informative, professional, and allows callers the opportunity to leave a voicemail.

“Hi! Thank you so much for calling [company name]. We’re sorry we weren’t available to take your call. Go ahead and leave your name and phone number after the beep, and we’ll call you back as soon as possible. Have a lovely day!” 

This message is a little more informal, and would be best suited for smaller businesses that may not have regular hours (for example, a solo entrepreneur or a business that does not operate on a consistent schedule).

Contact Evolved Sound Today

Communicating with potential customers and current clients is important in any business. Whether you need assistance writing an after-hours phone message script that simultaneously informs your client and captures your business’s style, or you are ready to record, contact Evolved Sound today to explore possibilities. Evolved Sound can help you with customer experience, audio marketing, and related marketing strategies.

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