Auto Attendant Message Examples and Scripts for Small Businesses

Writing an auto attendant message for your automated answering system may seem simple at first, but it often raises important questions. What information should you include? How long should the message be? And how do you set the right expectations for callers? 

An auto attendant message, also called an auto attendant script, is a pre-written text used by your auto attendant to welcome incoming calls and guide callers on what to do next. 

In this post, we’ll explain what to include in your auto attendant message, share practical tips for writing your own, and provide auto attendant message examples you can use or adapt for your business. 

What is an Auto Attendant Message or Script? 

An auto attendant message, also known as an auto attendant script, is a pre-written text used by your automated attendant as a phone greeting. It welcomes callers, shares important information, and clearly explains what will happen next, whether that’s listening to IVR menu options, leaving a voicemail, or staying on the line to be connected. 

Having a well-prepared auto attendant script in place is an important part of setting up your virtual receptionist. This message is played for every caller and becomes a key part of the customer experience. A clear and thoughtful script helps guide callers smoothly through their journey and sets the right expectations from the first interaction.

What to Include in an Auto Attendant Script 

The exact content of your auto attendant script depends on how your call routing is set up. Some businesses use simple call flows that route incoming calls directly to a user or a group of users, while others rely on single-level or multi-level phone menus where the auto attendant needs to clearly explain available options. 

While it’s important to tailor your auto attendant script to your specific business needs and call flows, there are a few key elements that every auto attendant greeting should include. 

1. Friendly greeting. Start with a polite, friendly greeting that welcomes callers and sets a professional tone. 

   Example: “Hello, thank you for calling!”

2. Company identification. Clearly state your company name so callers immediately know they’ve reached the right business. This is often combined with the greeting. 

   Example: “Hello, thank you for calling [Company Name]!” 

3. Regular business hours. If relevant, include your standard business hours to help set expectations, especially for after-hours or holiday calls. 

   Example: “Our office hours are Monday through Friday from 9:00 a.m. to 6:00 p.m. Eastern Time.” 

4. Next steps and caller expectations. This is one of the most important parts of your auto attendant script. Clearly explain what callers should do or expect next. 

   If your call flow connects callers directly to a person or team, you can say: “Please stay on the line while we connect you with a team member.” 

   If no one is available or it’s an after-hours call, ask callers to leave a message: “Our office is currently closed. Please leave a message after the tone, and we’ll return your call on the next business day.” 

5. Menu options. If your auto attendant is connected to an IVR phone menu, clearly walk callers through the available options. 

   Example: “For sales inquiries, press 1. For customer support, press 2. To hear these options again, press 9.”  

   Because callers may not always know which option fits their issue, it’s a good practice to include a default option to reach an operator. 

   Example: “Press 0 to speak with an operator.” 

   Also, explain how callers should interact with the menu, whether by pressing keys or using voice commands. 

   Example: “Please make your selection using your phone keypad.” 

   If your system supports it, offering a callback option can further improve the caller experience for those who prefer not to wait on the line. 

Auto Attendant Message Examples by Use Case 

Now that you know what should be included in an auto attendant phone script, let’s look at auto attendant greeting examples for different business situations. You can customize these scripts and use them as your business phone auto attendant message. 

Basic Business Auto Attendant Script 

“Hello! Thank you for calling [Company Name]. Please stay on the line, and your call will be connected shortly.” 

After Hours Auto Attendant Script 

“Hello! Thank you for calling [Company Name]. Our office is currently closed. Our business hours are Monday through Friday from 9:00 a.m. to 6:00 p.m. Please leave a message after the tone, and we’ll return your call on the next business day.” 

Holiday Auto Attendant Script 

“Hello! Thank you for calling [Company Name]. Our office is closed today for the holiday. We will reopen on [Day, Date]. Please leave a voicemail, and we’ll get back to you as soon as we return.” 

Auto Attendant Message Examples for Small Businesses 

“Hello! Thank you for calling [Company Name]. We appreciate your call. Please stay on the line, and a team member will assist you shortly.” 

Auto Attendant Phone System Script with Menu Options 

This type of auto attendant phone system script is used when callers need to select where to route their call. It’s important to keep menu options short and clearly explained so callers know what to do the first time they hear the message. 

“Hello, thank you for calling [Company Name]. Our business hours are Monday through Friday from 9:00 a.m. to 6:00 p.m.  Please listen carefully and make your selection using your phone keypad so we can connect you with the right person. 

For sales, press 1. For customer support, press 2. For billing inquiries, press 3. To speak with an operator, press 0. To hear these options again, press 9.” 

Industry-Specific Auto Attendant Message Examples 

Different industries have different caller expectations. While the structure of auto attendant script samples stay similar, the wording and priorities should reflect your business type. Below are auto attendant script examples tailored to common industries. 

Auto Attendant Script for Medical Office 

“Hello! Thank you for calling [Practice Name]. Our clinic hours are Monday through Saturday from 9:00 a.m. to 6:00 p.m.  

Please stay on the line, and your call will be answered shortly. If this is a medical emergency, please hang up and dial your local emergency number.” 

Medical Office Auto Attendant Script (After Hours) 

“Hello! Thank you for calling [Practice Name]. Our office is currently closed. Our clinic hours are Monday through Saturday from 9:00 a.m. to 6:00 p.m.  

Please leave a voicemail after the tone, and we’ll return your call during our next business hours. If this is an urgent medical matter, please contact your emergency provider.” 

Real Estate Agency Auto Attendant Greeting Script 

“Hello! Thank you for calling [Agency Name]. Whether you’re buying, selling, or inquiring about a property, we’re here to help. Please stay on the line, and a member of our team will assist you shortly.” 

Retail / e-Commerce Auto Attendant Script Templates 

Business Hours Script 

“Hello! Thank you for calling [Store Name]. We’re happy to help with orders, returns, and product questions. Our store hours are Monday through Saturday from 9:00 a.m. to 6:00 p.m. Please stay on the line, and your call will be connected shortly.” 

After-Hours Script 

“Hello! Thank you for calling [Store Name]. Our store is currently closed. Our regular hours are Monday through Saturday from 9:00 a.m. to 6:00 p.m. We do have an on-call team available to assist you . Please stay on the line, and your call will be connected shortly.” 

Insurance Company Auto Attendant Script 

“Hello! Thank you for calling [Company Name]. We appreciate your trust in our services.   Please stay on the line while we connect you with a licensed representative who can assist you.” 

“Welcome to [Insurance Company]. To report a claim, press 1. For policy details, press 2. For billing questions, press 3. To speak with an agent, press 0.” 

Professional Services Auto Attendant Script 

“Hello! Thank you for calling [Company Name]. Please stay on the line, and a member of our team will be with you shortly. If we’re unable to answer, you’ll have the option to leave a voicemail.” 

Restaurant/Cafe Auto Attendant Script 

“Hi! I appreciate your call to [Restaurant Name]. Press 1 to make a reservation. Press 2 for menu information. Press 3 to place takeout orders. Press 0 to talk to a host.” 

Hotel Auto Attendant Script 

“Hello! Thank you for calling [Hotel Name]. We’re happy to assist with reservations and guest inquiries. Please stay on the line, and a member of our team will be with you shortly.” 

Tips for Customizing Auto Attendant Message Examples 

A well-written auto-attendant script should reflect how your business actually operates and how customers prefer to interact with you. Whether you’re working with a sample auto attendant script or writing a script for auto attendant from scratch, the tips below will help you tailor it to your needs. 

1. Reflect your brand personality. Your phone auto attendant script should match your brand’s tone and style. A law firm may sound formal, while a startup or café might use warmer, more conversational language. Consistent tone helps callers immediately recognize your brand and feel comfortable. 
2. Adjust for business hours and busy periods. Your telephone auto attendant script should change depending on whether you’re open, closed, or experiencing high call volumes. Create different messages for business hours, after-hours, holidays, or peak times to set clear expectations and reduce caller frustration. 
3. Add seasonal or campaign-specific updates. Auto attendant messages are a great place to highlight temporary updates, such as holiday closures, seasonal promotions, or special campaigns. 
4. Build menus based on real caller needs. If your auto attendant includes menu options, start by reviewing call logs, voicemail data, or support tickets. Identify why customers call most often, such as sales inquiries, billing questions, or technical support. Use these insights to structure your auto attendant script around real customer behavior rather than assumptions. 
5. Put the most popular option first. List the most frequently selected option first in your menu to help callers reach the right destination faster. 
6. Mention other support channels. If you offer additional support options, such as email, live chat, or a help center, briefly mention them in your auto attendant message. This gives callers alternatives and can reduce call volume during busy periods. 

Turn Your Auto Attendant Script into Real Voice for Free 

Now that you have your own script for an auto attendant, the next step is turning that text into a voice your callers will actually hear. Some phone systems allow you to upload written text directly, but most auto attendants require an audio file with a recorded message. 

It’s also worth checking whether your auto attendant gives you control over voice quality and tone. Limited options can result in greetings that sound robotic, which can negatively impact the caller experience. 

One of the best ways to ensure your auto attendant sounds natural and professional is to create the recording yourself using an AI-powered tool. 

DialLink’s auto attendant greeting generator makes it easy for small businesses to create professional-sounding auto attendant greetings at no cost. This web-based tool lets you generate up to five free auto attendant recordings, making it easy to produce polished greetings without hiring voice talent or investing in recording equipment. 

Here’s why it’s a great option for small businesses: 

• 100% free: Create up to five professional-quality auto attendant greetings at no cost. 
• Multiple languages: Generate greetings in English, Spanish, French, German, or Portuguese to match your audience. 
• Voice selection: Choose between male or female AI voices that align with your brand’s tone and style. 
• Full customization: Paste your custom script and instantly generate a clear, ready-to-use recording. 
• Complete ownership: Download and use your recordings anywhere, with no licensing fees or usage restrictions. 
• No technical skills required: The intuitive interface requires no audio editing or recording experience. 

With DialLink’s AI auto attendant greetings generator, small businesses can create natural-sounding, professional greetings that feel like a real receptionist.