Auto attendant script examples for small businesses
A good auto attendant script names your business in the first sentence, offers no more than four or five menu options, puts the most common reason for calling on key 1, and always gives callers a way to reach a person or leave a message. Keep the main greeting under 20 seconds. The IVR script examples below follow those rules.
Every script below is ready to copy. Swap the parts in [brackets] for your own details, then turn it into a studio-voiced phone tree with every prompt in one voice, exported in the exact format your phone system needs.
What should a main auto attendant greeting say?
The main greeting is the first thing every caller hears. Name the business, confirm they called the right place, and move straight to the options.
Simple main greeting
Thank you for calling [Business Name]. If you know your party's extension, you may dial it at any time. For sales, press 1. For support, press 2. For billing, press 3. To reach our main office, press 0.
Warm main greeting for a local business
Hi, and thanks for calling [Business Name], proudly serving [City] since [Year]. To schedule an appointment, press 1. For questions about an existing job, press 2. For our hours and location, press 3. To speak with a member of our team, stay on the line.
Main greeting that points to self-service
Thank you for calling [Business Name]. Many answers, including our hours, pricing and online booking, are at [website]. To book or change an appointment, press 1. For anything else, press 2 and we'll connect you with our team.
What should an after-hours message say?
Tell callers you're closed, when you'll be back, and what to do if it can't wait. An after-hours message that routes emergencies saves a lost job.
Standard after-hours message
Thank you for calling [Business Name]. Our office is closed right now. Our regular hours are Monday through Friday, [8 a.m.] to [5 p.m.]. Please leave your name, number and a short message after the tone, and we'll call you back on the next business day.
After-hours message with an emergency option
Thanks for calling [Business Name]. We're closed for the day. If this is an emergency, press 1 and you'll be connected with our on-call technician. For anything else, press 2 to leave a message, and we'll return your call when we open at [7 a.m.].
What should a holiday or closed message say?
Give the exact dates you're closed and the day you reopen. Record it ahead of time and swap it in the night before.
Holiday closure
Thank you for calling [Business Name]. Our office is closed from [Wednesday, December 24] through [Thursday, January 1] for the holidays. We'll reopen on [Friday, January 2] at [8 a.m.]. Please leave a message and we'll get back to you then. Happy holidays from all of us.
Unexpected closure
Thank you for calling [Business Name]. Due to [weather conditions], our office is closed today. We expect to reopen [tomorrow at 8 a.m.]. Please leave a message and we'll return your call as soon as we're back.
What do callers hear while they wait?
Short transfer and hold prompts keep callers from hanging up. Mention something useful, like online booking, rather than repeating "your call is important to us".
Transfer prompt
Please hold while we connect you. If no one is available, you'll be able to leave a message.
On-hold message
Thanks for your patience. A member of our team will be with you shortly. Did you know you can book, reschedule or pay online at [website]? Please stay on the line and we'll be right with you.
Can an auto attendant stop robocalls?
Many automated dialers can't press a key. Asking real callers to press 1 before the phone rings filters out most robocalls without annoying customers.
Press 1 to reach us
Thank you for calling [Business Name]. To reach our team, please press 1 now. If you'd like to leave a message instead, press 2.
Friendly screening greeting
Hi, you've reached [Business Name]. We'd love to help. Just press 1 to be connected, or stay on the line to leave a message for our team.
What does a phone tree look like for my industry?
Complete phone tree examples, main greeting plus menu, for businesses that get the same few kinds of calls every day.
Dental office
Thank you for calling [Practice Name]. If this is a dental emergency, press 1. To schedule, change or cancel an appointment, press 2. For billing and insurance questions, press 3. For our hours and location, press 4. To speak with our front desk, press 0.
Plumbing or HVAC company
Thanks for calling [Company Name], your local [plumbing and heating] experts. If you have no heat, no water or a leak, press 1 for our emergency line. To book a service visit or get a quote, press 2. For questions about a recent job or invoice, press 3.
Law firm
Thank you for calling [Firm Name]. If you are a new client and would like a consultation, press 1. If you are a current client, press 2 and have your case number ready. For billing, press 3. For directions to our office, press 4.
Property management
Thank you for calling [Company Name]. If you have an emergency such as a flood, fire or gas smell, hang up and call 911, then press 1 for our emergency maintenance line. For routine maintenance requests, press 2. For rent and leasing questions, press 3. For available rentals, press 4.
Hear it in a studio voice, free.
Turn any script into a studio-voiced phone tree, test every key press in the caller simulator, and download files for your phone system. $29 for up to 20 prompts, free preview first.
Build your phone tree freeCommon questions
How long should an auto attendant greeting be?
Keep the main greeting under 20 seconds and each menu prompt to one short sentence. Callers start pressing keys or hanging up once a greeting runs past about half a minute.
How many menu options should a phone tree have?
Four or five at most on any one menu. If you need more, group them under a second level (for example "For service, press 2" leading to a short service menu), and always offer a way to reach a person.
Should a phone tree always offer a way to reach a person?
Yes. Offer it on every menu, usually on 0 or by staying on the line. Callers who can't find their reason and can't reach anyone hang up, and many won't call back.
Should the auto attendant say "press 1 for..." or "for..., press 1"?
Say the reason first: "For billing, press 3." Callers listen for their reason and then act on the number that follows, so they don't have to remember a number while waiting to hear what it means.
Can I record my own auto attendant greeting?
Yes, most phone systems let you record through a desk phone. A studio-voiced recording sounds more professional, keeps every prompt in the same voice, and comes as a file in the exact format your phone system accepts, so you upload it once.
What file format does my phone system need for greetings?
It depends on the system: RingCentral recommends 8 kHz 16-bit mono WAV, Microsoft Teams takes WAV, WMA or MP3 up to 5 MB, and Zoom Phone takes MP3 or WAV under 10 MB. We export the right file for each.