Voicemail script & greeting generator

Two scripts, two sets of rules

“Voicemail script” covers two very different things. The tool keeps them in separate tabs, because they succeed for different reasons.

Sales voicemail and greeting examples

Four scripts the tool writes with its starting example (the name, company and number are made up). Open one in the generator to swap in your details: the link loads the right situation and version.

Sales voicemail script: the four-part structure

A sales voicemail isn’t there to sell. It is there to get a callback, or to set up your next call (“I left you a voicemail on Tuesday”). Four parts are enough, and each fits in one sentence.

1. 1

   Who you are

   Your first name and company in the first sentence. The prospect decides within seconds whether to keep listening.

2. 2

   One reason

   A specific reason tied to their work, not your product list. Two topics in one voicemail and neither one sticks. The “reason” field counts words to keep you honest.

3. 3

   What you want

   A callback, a reply to your email, or nothing at all if you’ll call again. Saying when you’ll try next takes the surprise out of the follow-up.

4. 4

   Your number, twice

   Read slowly, in groups, and repeated at the end. A prospect who wants to call back shouldn’t have to replay the message to write it down.

The five situations in the tool follow a prospecting sequence: first voicemail, follow-up, after an email, referral, then the break-up voicemail. Export them all at once with “All scripts” and record them in one sitting.

Voicemail greeting: what a professional greeting should say

A good greeting answers the questions a caller has at the beep: did I reach the right person, what should I leave, when will I hear back? Everything else is padding, including lines like “your call is important to us.”

• Everyday greeting

  Your name, your company, what to leave and when you’ll call back. This is the one you keep year-round.

• After hours

  Your hours, written the way you say them (“Monday through Friday, 9 a.m. to 6 p.m.”), and a callback the next business day.

• Holiday closure

  Exact dates and the day you’re back. The tool works out the first business day after you’re away and skips New Year’s Day, Memorial Day, July 4, Labor Day, Thanksgiving and Christmas.

• Out of office

  Your return date and a way to handle anything urgent: a colleague and their number, or an email address.

• Field sales rep

  For reps who spend the day in meetings: saying you check messages between meetings reassures more than a vague “I’ll get back to you.”

A vacation greeting left on after you’re back tells callers nobody is listening. Put a reminder in your calendar to switch back.

How long should a voicemail be?

The ranges you’ll find online (20 seconds, 30 seconds, “under 25 seconds”) almost all come from software vendors, with no published method. We found no public study whose data can be checked. So the tool doesn’t claim to know the ideal length: it suggests a 30-second limit that you can change.

The math, on the other hand, is simple. At 150 words per minute, 30 seconds is 75 words. A 10-digit number read slowly takes about 4 to 5 seconds, so saying it twice uses up close to 10. That leaves around 50 words for everything else, four or five short sentences. That is the real constraint, and it is why a sales voicemail can only carry one reason.

For a greeting, the pressure comes from the caller waiting for the beep: every extra second is a chance to hang up. Aim for under 25 seconds, and time yourself with the tool rather than trusting an estimate.

Reading out your number: the habit that gets callbacks

In the US, a phone number is read in three groups: “three one two, five five five, zero one four seven.” The tool writes your number with a comma between groups, so the pause is built into the script. Enter it with +1 or with parentheses and it comes out the same way.

Saying it twice isn’t overkill: the first time, the prospect is looking for a pen; the second time, they write it down. Put the second one at the very end, right before you hang up. The tool’s checks look for both, even after you edit the text by hand.

Voicemail rules to know before you automate

Leaving a live message after the beep is part of a normal call. Dropping a prerecorded message automatically is treated as a prerecorded-voice call. The rules, with sources:

• Identify yourself up front, give a number

  Every prerecorded message must state the name of the business at the start, and give a phone number for it during or after the message. Not the number of the system that placed the call.

  47 CFR § 64.1200(b)

• Prerecorded voicemail to a cell phone needs consent

  Calls made with a prerecorded voice to a wireless number require the recipient’s prior express consent, and prior express written consent when they are telemarketing. The rule makes no exception for business-to-business calls.

  47 CFR § 64.1200(a)(1)(iii) and (a)(2)

• Calling into France or the EU

  French law bans prospecting through automated systems without prior consent from the individual. For business contacts, the French data protection authority accepts legitimate interest if the message relates to their job, with an opt-out.

  CPCE art. L. 34-5; CNIL guidance updated June 10, 2026

Is ringless voicemail legal? RVM vs voicemail drop

Information, not legal advice. Sources checked November 6, 2026.

Mistakes that get a voicemail deleted

• Saying your number once, fast

  The prospect has to replay the message to catch it. Most won’t.

• Three reasons instead of one

  Company intro, product pitch and a case study in 30 seconds means nothing sticks.

• Filler phrases

  “Just checking in,” “touch base,” “innovative solution”: they pad the message and sound like a mass campaign. The tool flags them.

• A vacation greeting still on after you’re back

  It tells callers nobody is listening to their messages.

• Your cell number in your greeting

  Everyone hears your greeting. For urgent requests, point to a colleague or an email address.

Keep going

The tools and guides that pair with this generator.

• Cold call script generator The script for the call itself, when the prospect picks up.
• Call attempts calculator When to stop calling, and so when to leave the break-up voicemail.
• Sales cadence generator Fit calls, voicemails and emails into one sequence.
• Mic test Check your audio before you record your greeting.
• Professional voicemail greeting scripts Twelve greetings with notes, situation by situation.
• B2B voicemail scripts Twelve sales voicemail templates, explained.
• Should you leave a cold call voicemail? When a voicemail helps, and when to just hang up.
• How to record voicemail templates Recording tips for automated voicemail drops.