Your Custom Phone Greeting Checklist!

Your Custom Phone Greeting Checklist!


Often times your phone greeting is the first point of contact between you and your customers. As a business, you want to provide a seamless experience to serve your customers, and this includes over the phone! Put yourself in the shoes of your customer and think of the different reasons they might be calling your business. Here is your custom phone greeting checklist to make your custom phone greeting the best it can be:

1. Streamline your menus

When a customer interacts with your phone greeting system, they want to reach the person they wish to speak to as quickly as possible. Having to sit through multiple layers of greeting menus can be frustrating. One option to streamline this process is to allow customers to enter an extension at the beginning of the greeting so they don’t have to listen to every menu option. Organize your greeting menus with as few layers as possible. Customers would prefer to listen to one set of menu options rather than multiple, but if you need more than one set, ensure they are logically organized.

2. Keep your messaging short

On-Hold Checklist

Time is precious, and no one wants to wait longer than necessary. If customers have to wait minutes listening to lengthy phone menu options, they might be tempted to give up. A short and concise phone greeting message will efficiently direct your callers to their desired destination. Avoid excessive details and unnecessary information. Clearly state the options available and guide callers to the right department or person.


3. Holiday notification options

Holidays can affect your business hours and operations. It’s essential to include holiday notification options in your phone greeting. Inform callers about any changes in your schedule or special arrangements during holidays. This demonstrates you are considerate of your customers’ time and keeps them informed, avoiding frustration or confusion.

OP Hold Checklist4. Professional and friendly tone

Your phone greeting should reflect your business’s professionalism and create a positive first impression. A friendly and welcoming tone that is clear and at an appropriate pace makes callers feel valued. Take advantage of the professional voice talent at On-Hold Marketing.

5. Provide alternative contact channels

While phone calls are an essential communication method, some customers may prefer other channels. Include alternative contact options in your phone greeting, such as website, email, or social media handles. This gives customers flexibility and allows them to choose the most convenient method for their needs.

6. Regularly update your greeting

Keep your phone greeting up to date with accurate information. If there are changes in your business hours, services, staff, or menu options, make sure to reflect these in your greeting. A stale or outdated greeting can give a negative impression and lead to customer dissatisfaction.

By following this checklist, you can create phone greetings that enhance the customer experience and ensure efficient communication. Remember, your phone greeting is a direct reflection of your business, so make it professional, concise, and user-friendly. Your customers will appreciate the effort and be more inclined to engage with your business.

Contact us today so we can help you use your phone system to its full potential in your marketing and information strategy!


“The checklist is one of the most high powered productivity tools ever discovered.” – Brian Tracy



“Your Custom Phone Greeting Checklist!”-Copyright 2023-On-Hold Marketing Inc.

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