Four parts of a good greeting
Say your business name
Callers want to know they dialed the right place. Use the name the way your customers say it, not the legal name on your paperwork.
Say who is answering
A short, friendly introduction works. If callers ask whether they’re talking to an AI, your receptionist tells them, so there’s no need to hide it.
Offer the most common help
Name one or two things most callers want, like booking, a quote, or hours. It points the caller in the right direction.
End with an open question
“How can I help?” lets the caller say what they need in their own words. Keep the whole greeting to about two sentences.
Say your greeting out loud before you save it. If it takes longer than about ten seconds, cut something.
Examples for five kinds of business
Swap in your own name and the thing your callers ask for most.
Plumbing or HVAC
“Thanks for calling Rivera Plumbing. I can book a visit, give you our service area, or get an urgent problem to the team. What’s going on?”
Salon or barbershop
“Hi, thanks for calling Studio Nine. I can book, move, or cancel an appointment for you. What can I do for you today?”
Law office
“Thank you for calling Park and Lee Law. I can take down the details of your matter and set up a consultation. How can I help?”
Real estate
“Thanks for calling Hill Country Homes. Are you calling about a listing, or about buying or selling a home?”
Auto repair
“Thanks for calling Northside Auto. I can check our hours, book your car in, or take a message for the shop. What do you need?”
What to leave out
Long menus
“Press 1 for sales” belongs to phone trees. Your receptionist understands what callers say, so let them just say it.
Promotions
A sale in the greeting makes every caller wait through an ad. Save offers for when a caller asks about prices.
Anything that goes stale
Dates, seasonal hours, and “we’re closed today” lines get forgotten. Put those in your hours instead, where they’re easy to change.
Questions
Can I have a different greeting after hours?
You can mention after-hours handling in your greeting or your instructions, for example that urgent calls still reach someone. Keep the core greeting the same so callers always recognize you.
Should the greeting be in Spanish too?
Your receptionist answers in English and Spanish. If a caller speaks Spanish, it carries on in Spanish, so one greeting is enough for most businesses.
How often can I change it?
Anytime. Changes apply to the next call.
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