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Nobody wants to be put on hold. But if you’re running a business in 2025, it’s not just about making that wait tolerable. It’s about making every second count. A professional on hold recording can turn those few moments of downtime into a branded, meaningful interaction that boosts trust, informs customers, and even drives sales.

And no, we’re not talking about elevator music or robotic auto attendants. We’re talking about a fully branded voice experience—backed by professional scriptwriting, licensed background music, and Canadian voice talents—like what On-Hold Marketing, the experts at On-Hold Marketing Inc., deliver every day.

Here’s how to set up an on hold recording system that actually works for your business and your callers.

1. Define Your Goals (Because “Please Hold” Isn’t a Strategy)

Before you record a single word or pick a piece of music on hold, you need to get clear on why you’re creating an on hold recording in the first place. What do you want your customers to hear while they’re waiting?

Is the goal to reduce caller frustration? Share seasonal promotions? Provide useful info like business hours or COVID policies? Depending on your industry—whether you’re in retail, health care, finance, or service—your messaging needs will vary.

Tip: Think about what your callers ask most often. Your message on hold is a chance to answer that before they even speak to a human.

2. Write (or Source) a Professional Script That Sounds Human

No one likes a robotic voice reading off bullet points. A great on hold recording starts with a script that sounds natural, friendly, and most importantly—on brand.

Do:

• Keep it conversational and clear.
• Match your tone to your brand personality.
• Include a warm welcome and actionable info (like where to find FAQs online).

Don’t:

• Ramble or overwhelm with too much detail.
• Use industry jargon that your caller doesn’t understand.
• Forget to refresh it every few months.

Need help? On-Hold Marketing offers expert scriptwriting tailored to your business—crafted to resonate with Canadian audiences and beyond. Their team knows how to turn dry info into voice messages that engage, not bore.

3. Choose the Right Voice and Music—Because It Matters

The human voice you choose becomes your phone system’s first impression. Is your brand friendly and casual? Or professional and polished? Match the voice talent accordingly. And when it comes to background music, make sure it’s legally licensed and suits your tone—no cheesy loops or elevator beats.

On-Hold Marketing offers a full range of licensed music options and experienced Canadian voice talents so your on hold recording doesn’t just sound good—it sounds right. You’ll never have to worry about legal grey areas or inconsistent quality again.

4. Record and Produce with Studio-Level Quality

Here’s where a lot of businesses fall short: DIY audio. Sure, your cousin has a mic and GarageBand, but there’s a big difference between homemade and professional. Background hiss, uneven volume, awkward pauses—it all affects caller’s perception.

A professional on hold recording uses high-quality production tools, editing finesse, and correct file formats (like WAV or MP3) for smooth playback. And if you’re working with On-Hold Marketing, all of that’s handled for you—flawlessly.

5. Install It Into Your Phone System (Yes, It’s Easier Than You Think)

Once your message is ready, it’s time to plug it into your phone system—whether it’s VoIP, PBX, or old-school analog. Compatibility matters here. Uploading the wrong format or missing a setting can mean silence or static.

The pros at On-Hold Marketing offer full tech support and know-how to integrate your new on hold recording into practically any setup. You don’t need to be a telecom expert—they’ve got your back.

6. Keep It Fresh: Update Regularly

Even the best on hold recording can go stale. Your hours change, services evolve, or you launch a new product. If your message doesn’t reflect that, you’re missing opportunities.

Plan quarterly updates. Rotate in seasonal promotions or timely tips. With On-Hold Marketing, you can set up a refresh schedule and never fall behind. They make it easy to stay current and relevant, without starting from scratch every time.

Why Choose On-Hold Marketing?

Because they get it. On-Hold Marketing, a division of On-Hold Marketing Inc., delivers everything:

• Custom scripting from real humans
• Licensed music on hold that matches your vibe
• Canadian voice talents your callers will trust
• Expert tech support for seamless integration
• Affordable packages for businesses of all sizes

Thousands of businesses across Canada count on them to make phone interactions feel like brand experiences—not a waiting room. If you’re serious about customer service and voice branding, this is the team to call.

Make Every Second on Hold Count

Your on hold recording isn’t background noise. It’s your brand’s voice when no one else is speaking. Done right, it reduces call abandonment, increases trust, and makes your company sound as good as it looks online.

Ready to give your callers the experience they deserve? Let On-Hold Marketing handle your professional on-hold messaging—from concept to installation.

Visit OnHold.On.ca today to schedule a consultation or request a free demo!