Your automated phone greeting is often the first interaction a caller has with your business. Clear, welcoming instructions help callers find the right department, access useful information, and understand what to do next.
A confusing phone menu can leave callers frustrated, especially when they can’t find the option they need. The goal is to keep your IVR (Interactive Voice Response) greetings simple, helpful, and easy to follow.
Not sure where to start? Here are five IVR phone greeting script examples you can adapt for your business.
1. Main Menu Greeting
A main menu greeting welcomes callers and directs them to the right department or service. Keep the options brief, use familiar language, and include a way to reach a person when your phone system allows it.
Example script:
“Hello, and thank you for calling [Company Name]. If you know the extension of the person or department you’re trying to reach, you may dial it at any time.
For Sales, press 1.
For Customer Support, press 2.
For Accounting, press 3.
For our address and business hours, press 4.
To speak with Reception, press 0.
To hear these options again, press [repeat key].”
Tip: Only include menu options your phone system supports. Before recording, confirm that each key directs callers to the correct destination.
2. Bilingual IVR Phone Greeting
If your business serves customers in more than one language, a language-selection greeting helps callers choose how they want to continue.
Keep the opening short and make both language options easy to understand.
Example script:
“Hello, and thank you for calling [Company Name].
For service in English, press 1.
Pour obtenir du service en français, faites le 2.”
After callers make their selection, the system can direct them to the appropriate greeting and menu options in their chosen language.
Tip: Have the script translated and reviewed by someone familiar with the target language and region. The wording should sound natural, not like a direct translation of the English version.
3. Main Menu with an Operator Option
Some callers know exactly which department they need. Others would rather speak with someone who can point them in the right direction.
Offering an operator option near the beginning of your menu gives callers another way to get help.
Example script:
“Thank you for calling [Company Name]. Please choose from the following options.
To speak with Reception, press 0.
For Customer Service, press 1.
For Sales, press 2.
For Accounts Payable, press 3.
To hear our staff directory, press 4.
To leave a general voicemail, press 5.
To hear these options again, press [repeat key].”
Tip: Make sure the operator option is staffed or has a clear fallback destination. If callers can’t reach a live person, let them know what they can do instead.
4. After-Hours Greeting
An after-hours greeting lets callers know your business is closed and explains what they can do while your team is away. Include your operating hours and practical next steps, such as leaving a voicemail or visiting your website.
Example script:
“Thank you for calling [Company Name]. Our office is currently closed. Our regular business hours are Monday to Friday, from 8:30 a.m. to 4:30 p.m. Mountain Time.
To leave a general message, press 1. We’ll return your call during our regular business hours.
To leave a message for a specific person, press 2 to access our staff directory.
You can also visit [website address] for more information.
Thank you for calling [Company Name]. We look forward to speaking with you.”
Tip: Keep your hours and instructions up to date, particularly around statutory holidays and seasonal closures. Only promise a response time your team can consistently meet.
5. Holiday Greeting
A seasonal greeting is a simple way to give callers important information about holiday hours, closures, or changes to your services. You can add a festive touch while keeping the instructions clear.
Example script:
“Happy holidays, and thank you for calling [Company Name].
Our office will be closed from [closing date] to [reopening date]. We’ll return your call when we reopen.
To leave a message, press 1.
For information about our products and services, please visit [website address].
From everyone at [Company Name], we wish you a wonderful holiday season and a happy New Year.”
Tip: If you include a seasonal promotion, make sure the offer, eligibility details, and expiry date are accurate. Update or remove the greeting as soon as the promotion or holiday closure ends.
Make Your IVR Greetings Clear and Welcoming
A well-written IVR script helps callers navigate your phone system without unnecessary confusion. Use straightforward language, keep menu options manageable, and test the complete call flow before your recordings go live.
It’s also worth listening to your current phone system from a caller’s perspective. Are the instructions easy to follow? Do the options lead where they should? Can callers find another route when their needs don’t fit the menu?
At On Air Audio Services, we provide professional IVR and VoIP phone prompt recordings to help businesses deliver a consistent, welcoming caller experience. We can help you prepare your scripts and produce recordings that sound natural, clear, and true to your brand.
Need help with your phone greetings? Contact On Air Audio Services to discuss your project.
