The words your caller hears in the first two seconds can set the tone for everything that follows. A clear, friendly telephone greeting reduces confusion, lowers call transfers, and makes it easier for staff to take control of the call without sounding abrupt.
It is also one of the few customer service moments you can standardise across the whole business, whether you are answering live, routing through an auto attendant, or relying on voicemail when things get busy.
The building blocks of a strong telephone greeting
A good greeting is short, but it still does a few jobs at once: it confirms the caller has reached the right place, introduces the person or team, and invites the caller to explain what they need.
Here are the core parts that most Irish businesses build into a reliable template:
- Thank you for calling
- Company or department name
- Your name (or team name)
- Offer to help
- A quick next step if needed (transfer, details, opening hours)
If you want a single “base script” to train everyone on, this is a clean starting point:
“Good morning, thanks for calling [Company Name]. [Name] speaking. How can I help?”
12 copy-ready telephone greeting script templates
Each template below is written so you can copy it and fill in the brackets. Keep the full greeting to one sentence where you can, then pause and listen.
| # | Situation | Script template (copy and edit) |
|---|---|---|
| 1 | Standard live answer (general) | “Hello, thanks for calling [Company Name]. [Name] speaking. How can I help?” |
| 2 | More formal tone (finance, legal, medical) | “Good [morning/afternoon], [Company Name]. You’re speaking with [Name]. How may I assist you today?” |
| 3 | Small business, friendly tone | “Hi there, [Company Name]. [Name] here. What can I do for you?” |
| 4 | Department greeting (so callers feel routed correctly) | “Thanks for calling [Company Name], [Department]. [Name] speaking. How can I help?” |
| 5 | Busy reception, set expectations politely | “Good [morning/afternoon], [Company Name]. [Name] speaking. If you can tell me what you need, I’ll get you to the right person.” |
| 6 | Returning missed call | “Hi [Caller Name], [Name] from [Company Name] returning your call. Is now still a good time?” |
| 7 | Sales enquiry line | “Hello, thanks for calling [Company Name] sales. [Name] speaking. Are you looking for a quote or information?” |
| 8 | Support or service desk | “Good [morning/afternoon], [Company Name] support. [Name] speaking. What can I help you with today?” |
| 9 | Appointment-based service (clinic, salon, trades) | “Hello, [Company Name]. [Name] speaking. Are you calling to book, change, or check an appointment?” |
| 10 | Out-of-hours voicemail greeting | “You’ve reached [Company Name]. We’re currently closed. Please leave your name, number, and a brief message, and we’ll call you back on the next working day.” |
| 11 | On-hold message opener (before music) | “Thanks for calling [Company Name]. Please hold and we’ll be with you shortly.” |
| 12 | Auto attendant welcome (IVR) | “Welcome to [Company Name]. Please choose from the following options. For [Option 1], press 1. For [Option 2], press 2. To repeat these options, press 9.” |
A quick tip when you roll these out: decide whether you want everyone to say their name. In some teams it builds trust quickly; in others a department-first approach works better.
Small tweaks that make scripts sound natural in Ireland
A template should never feel like someone is reading off a card, even when it is standardised. The goal is consistency, not stiffness.
Irish callers often appreciate a straightforward, courteous approach: clear company identification, a friendly tone, and no long intro. A simple “thanks for calling” lands well, and it avoids the half-second confusion that can happen when the phone is answered with only “Hello?”
One sentence can be enough.
If you have staff across different counties or a mix of accents, do not try to “iron out” personality. Focus on clarity: pace, volume, and pronunciation of the business name and any Irish place names that callers might mention.
Scripts for voicemail and auto attendants: writing for the ear
Recorded greetings work differently to live answers. Callers cannot see a smile, and they cannot interrupt at the right moment if your message runs on. That means your script needs clean structure and natural pauses.
A practical way to think about recorded audio is: one idea per line, and each line should still make sense if the caller only half listens. Keep numbers slow and spaced, and always repeat key details in a predictable order.
When you are editing your templates for IVR, voicemail, and on-hold, tighten them using rules like these:
- Keep it short: Aim for 8 to 15 seconds for most greetings; IVR menus can run longer but should still feel brisk.
- Put action first: Tell callers what to do before you explain anything else.
- Make time references specific: Say “today” or “the next working day” rather than vague promises.
- Avoid long option lists: If you have more than 5 choices, callers forget them and start pressing random numbers.
If you use background music, keep it low and steady. Music should support the voice, not compete with it, and it should be properly licensed and suitable for business telephony.
How to customise templates without rewriting everything
Most businesses only need a handful of approved variations, then light edits by department. Decide your “house style” once, then reuse it.
These custom fields cover nearly every scenario:
- Opening phrase: “Thanks for calling…” versus “Good morning…”
- Identity: Company name, team name, or staff name
- Prompt: One clear question that guides the caller
A simple customisation checklist also helps prevent common slips, like different staff using different business names or old trading names.
Training for consistency (and avoiding the robotic sound)
Even a perfect script will fail if staff rush it, mumble the company name, or sound unsure. Training is about delivery, not memorising.
Run quick practice sessions where staff record themselves on a phone and listen back. The aim is not a “radio voice”. The aim is steady volume, clear consonants, and a pause after the greeting so the caller can respond.
Build one agreed rule into coaching: after your greeting, stop talking. People often fill the silence with extra words, and that is when greetings start to sprawl.
When professional voice prompts make sense
There are times when a recorded, studio-quality greeting is the best option, even if you answer most calls live:
- you route calls through an auto attendant
- you have multiple locations and want one consistent sound
- you need seasonal, emergency, or out-of-hours messages that must be crystal clear
- your on-hold experience currently switches between silence, radio, and random music
An Irish audio specialist like OnHold.ie typically supports businesses with recorded welcome messages, IVR prompts, voicemail greetings, and on-hold messages using professional Irish voiceovers and royalty-free music. For many teams, the practical benefit is consistency: every caller hears the same wording, the same pronunciation, and the same tone, even when staff are busy.
It can also simplify admin. Some services in this space offer pay-once pricing with no ongoing contracts or annual music licences, which suits businesses that want to set it up properly and keep it ticking over.
Good moments to refresh your greeting
A greeting is not “set and forget”. It should match what is happening in the business, and it should remove friction for callers.
Review your scripts at points like these:
- New opening hours
- New departments or phone menu options
- Holiday periods and bank holidays
- Staff changes on key lines
- A new website address or core service change
The simplest way to check if your greeting is doing its job is to ring your own main number from a mobile, listen like a customer, and ask: “Do I know I have the right place, and do I know what to do next?”
