Business phone greeting scripts: 20 templates in English and French
What a phone greeting should say, in what order, and 20 templates to copy for your industry — each with the recording notice and a question that starts the request.
Guide published by Zenvox · Who builds Zenvox, and how
What should a business phone greeting say?
A good business phone greeting says five things, in this order: the business name, who is answering, that the call is recorded (if you record), what the caller can do, and a question that starts the request. Two to four sentences are enough: “[Business], hello! This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this an emergency, or would you like a quote?”
The Office of the Privacy Commissioner of Canada asks businesses to announce the recording and its purpose. In Quebec, the OQLF, the province's French-language office, recommends a short greeting that confirms the caller has reached the right place, with French first.
Here are 20 templates to copy, by industry and by situation, also offered in the French version of this guide. The Zenvox AI receptionist answers in English or French, depending on the caller.
Where you probably are
Your voicemail greeting is years old, or a carrier voice reads out your number. Or you are getting a receptionist, human or AI, and need its first sentence. Either way, the question is which sentence keeps the caller on the line.
Why the first sentence matters
Someone calling a small business usually has a precise reason and little time: a leak, a car that will not start, an appointment to move. First, they want to know they reached the right place, who is talking, and that someone will take care of it.
A greeting that answers them in a few seconds gets the conversation going. A greeting that opens with a menu, an advertisement or the full opening hours pushes the answer back, and every extra sentence is a chance to hang up.
The five parts of a good greeting
1. The business name, first: the caller is checking they dialled the right number. An effective message, says the OQLF, confirms to the caller that they have reached the right place.
2. Who is answering: a first name, plus “the virtual assistant” if it is an AI receptionist. Nobody feels misled halfway through the call.
3. The recording notice, if you record: one sentence at the start, with its purpose. At the end, it would come too late.
4. What the caller can do: one or two useful doors, not an eight-option menu. If a situation calls for 911, say so before anything else.
5. The question that starts the request. “How can I help you?” works everywhere; a question from your trade is faster, such as “Is this an emergency or a quote?” for a plumber.
Templates 1 to 7: trades, healthcare, real estate, law
Replace what is in brackets; remove the recording sentence only if your calls are not recorded.
Template 1 — Plumbing, heating, electrical: “[Business], hello! This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this an emergency happening now, like a leak or an outage, or a quote?”
Template 2 — Roofing and renovation, while the crew is on site: “[Business], hello! The crew is on a job site; this is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this about a leak, or about planning a project?”
Template 3 — Dental, physiotherapy or medical clinic: “[Clinic name], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. If you need immediate care, call 911. Are you already a patient of the clinic?”
Template 4 — Home care: “[Business], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Are you calling about someone we already support, or with a new request?”
Template 5 — Property management: “[Business], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. If water is leaking or the heat is out, tell me right away. Otherwise, is this about your unit, or a rental?”
Template 6 — Real estate brokerage: “Office of [name], real estate broker, hello. This is [assistant name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this about a property for sale, a purchase or a showing?”
Template 7 — Law or notary office: “[Firm name], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. I can't give legal advice, but I will pass your request to the right person. Are you already a client of the firm?”
Templates 8 to 13: accounting, auto, veterinary, beauty, fitness, restaurants
Template 8 — Accounting firm, during tax season: “[Business], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this about your tax return, a document to send us, or another question?”
Template 9 — Auto repair shop: “[Shop name], hello! This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this for an appointment, to check whether your vehicle is ready, or about your tires?”
Template 10 — Veterinary clinic: “[Clinic name], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. If your animal is in distress, tell me right away. Otherwise, what brings you in?”
Template 11 — Hair salon, barber, spa: “[Salon name], hello! This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Which service would you like to book, and with whom?”
Template 12 — Gym, studio, classes: “[Studio name], hello! This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this about a trial class, a membership or the schedule?”
Template 13 — Restaurant, caterer, event venue: “[Restaurant name], good evening! This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. Is this for a reservation, a takeout order or a private event?”
Templates 14 to 20: by situation
Template 14 — Business hours, any business, the shortest version: “[Business], hello! This is [name]. This call is recorded so I can take down your request accurately. How can I help you?”
Template 15 — Evenings and weekends: “[Business], good evening. Our office is closed; this is [name], the virtual assistant. This call is recorded so I can take down your request accurately, and the team will get it in writing. What is your call about?”
Template 16 — After hours, with someone on call: “[Business], good evening. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. We are closed, but someone is on call. Is this an emergency, or may I note your request for when we open?”
Template 17 — The classic voicemail, if you keep one: “You have reached [Business]. We can't take your call right now. Please leave your name, your number and the reason for your call after the tone; we will call you back on the next business day.”
Template 18 — Replacing voicemail with a receptionist: “You have reached [Business]. Nobody can pick up, so this is [name], the virtual assistant, taking your request; this call is recorded so I can note it accurately. No need to leave a message: just tell me what you need.”
Template 19 — Holidays: “[Business], hello. We are closed for [holiday] and reopen on [date]. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately, and the team will get it when it is back.”
Template 20 — Emergencies, to route the right call: “[Business], hello. This is [name], the virtual assistant. This call is recorded so I can take down your request accurately. If someone's safety is at risk, call 911. If something is broken and causing damage right now, say “emergency” and I will reach the person on call.”
How Zenvox says it
Example — fictional business, real sentence: this is what the Zenvox receptionist says when it picks up for Rivard Plumbing, with the first name it uses for plumbing: “Rivard Plumbing, hello! This is Maude, the virtual assistant. This call is recorded so I can take down your request accurately. How can I help you?”
The sentence comes from the product and changes here when it changes on calls. You can replace it in your settings with one of these templates; if yours omits the recording, Zenvox adds “This call is recorded so I can take down your request accurately.” on its own.
During the call, the receptionist confirms the recording when asked, says honestly that it is the virtual assistant when asked whether it is a real person, and switches to French when the caller speaks French. After hours, it takes the request without promising an immediate callback.
The recording notice: what to say, and where
With Zenvox, calls are recorded: that produces the transcript and the written summary you receive. The Office of the Privacy Commissioner of Canada asks organisations to tell customers, state the purpose as clearly as possible and give them a choice, such as another way to reach you.
Do not say “for quality purposes” if the recording serves another use. In Quebec, Zenvox is built for Law 25: the notice opens every call. The rules, from the Criminal Code to provincial laws, are on the pages linked below; this guide is not legal advice.
Or let a receptionist answer
Instead of voicemail, a receptionist takes the request during the call and sends it to you in writing. Zenvox is an AI receptionist for small businesses across Canada, in English and French, with the greeting of your choice. Each industry has its own fixed-price plan, from $29 to $69 CAD a month, with 50 Standard calls and one local number included, no setup fee and no contract. Free trial: 7 days, 20 answered calls, no card.
What goes with it
The features that follow the greeting, once the request is taken.
Frequently asked questions
What should a business phone greeting say?
The business name, who is answering, the recording notice, what the caller can do, then a question that starts the request. The 20 templates in this guide adapt that question to each industry.
How do I tell callers the call is recorded?
With one short sentence at the start that says why: “This call is recorded so I can take down your request accurately.” The Privacy Commissioner of Canada also asks that callers be given a choice. This guide is not legal advice.
What should an after-hours greeting say?
That the business is closed, when it reopens, and what happens to the request. If someone is on call, name the cases that justify it — a leak, a furnace failure, an animal in distress.
Should my greeting be in English and French?
In Quebec, French comes first, as the OQLF notes citing the Charter of the French Language; another language may follow. Elsewhere in Canada, use your customers' language. With Zenvox, the receptionist switches as soon as the caller speaks the other language.
How long should a business phone greeting be?
Two to four short sentences: the shorter the message, the more acceptable the wait, notes the OQLF. Cut the website address, the detailed hours and the list of services: the receptionist gives them on request.
Can I use my own greeting with Zenvox?
Yes, you write it in your settings. If it does not mention the recording, Zenvox adds “This call is recorded so I can take down your request accurately.” at the end, so the notice stays in every call.