Making Your Answerphone Message Memorable
When someone calls your business and reaches your answerphone message, that short recording becomes their first impression of your company.
A clear, professional, and memorable answerphone message can build trust, reassure callers, and even turn missed calls into future opportunities.
But how do you create an answer phone message that doesn’t sound generic or forgettable?
Let’s cover the essentials in this quick guide.
Get a Free On Hold Message Quote
What Should I Say in an Answer Phone Message
The best answer phone messages are short, polite, and to the point. You want to let the caller know three things right away:
- 1 They’ve reached the right place: Start with your business name.
- 2 Why you can’t take the call: Whether you’re busy, after-hours, or away.
- 3 What to do next: Usually leaving a voice message, sending an email, or calling back during certain hours.
- • Avoid background noise: Callers should hear only your voice.
- • Speak slowly and clearly: Rushing through details frustrates callers.
- • Use professional voice actors: If you want your brand to sound polished, a professional recording service (like Amazing Voice) can make your message on hold stand out.
- • Keep it friendly but formal: Balance warmth with professionalism.
- • Your business hours change
- • You have seasonal promotions
- • Staff are on holiday
- • You’re closed for bank holidays or special events
Example:
"Hello, you’ve reached Green & Co Accountants. We can’t take your call right now, but please leave your name, number, and a short message, and we’ll get back to you within one business day."
That’s professional, clear, and respectful of the caller’s time.
Keeping Your Answerphone Message Short
Most people hang up if a message on hold is too long. Aim for 2 to 6 minutes.
It’s enough time to be polite, give your details, and leave instructions without dragging on.
Think of it as the spoken version of a quick email reply.
Mentioning Opening Hours in Your Message
If you receive calls outside of business hours, then yes, include your opening times.
Adding this detail helps manage expectations.
Instead of callers wondering when they’ll hear back, they already know when you’re available.
Example:
"Our office is open Monday to Friday from 9am to 6pm. Please leave a message and we’ll return your call during those hours."
Making Your Answerphone Message Sound Professional
A professional tone makes all the difference. Here are a few tips businesses often overlook:
Adding Hold Music to Your Answer Phone Message
Some businesses include a short on hold music track to make the message on hold more engaging.
If you choose on hold music, keep it subtle and avoid anything too loud or distracting.
Royalty-free hold music tracks can give your messages on hold a professional edge without overwhelming your voice recording.
Using Humour in Your Answerphone Message
Humour can work, if it suits your brand.
A creative agency or café might get away with a light-hearted tone, while a law firm or medical practice should stick to something more formal.
Ask yourself: will this make callers smile, or will it put them off?
Updating Your Answerphone Message Regularly
Many businesses forget to update their messages on hold, and nothing frustrates callers more than hearing outdated information.
Update your answerphone message when:
Why a Memorable Answerphone Message Matters
People are increasingly used to instant communication, texts, emails, and live chat.
So when they take the time to call your business, your answerphone message becomes an important touchpoint.
A professional message on hold reassures them that you value their call and that they’ll be contacted soon.
On the other hand, a poor or confusing message on hold may drive them to call a competitor instead.
Making your answerphone message memorable doesn’t mean overcomplicating it, it’s about being clear, professional, and approachable.
Keep it short, provide the right details, and consider professional recording services if you want to leave a lasting impression.
At Amazing Voice, we specialise in creating professional, customised answerphone messages that make businesses sound trustworthy and polished.
Whether you’re a small business or a large organisation, the right answerphone message can make all the difference.
Related Posts
7 Pro Tips for Creating Perfect Business Voicemail Messages
Any business owner knows that the best way to find, and keep, a customer is by speaking to them directly. While email and text messages have risen in popularity, many customers still report that speaking with a business owner on the phone is what makes them most likely to purchase a product. But as a busy business owner, this isn’t always possible.
Everything You Need to Know About On Hold Messages for Shipping Companies
Picture this: A customer calls a shipping company because their package is running late, or they need a quote for sending a large order across the country.
How to Write Professional Voice Over Scripts for Videos
This post will provide advice on writing voice overs scripts for Elearner, Narration and Explainer videos. A talented voice over actor can make a big difference to the success of your business...