Auto Attendant Recordings: Examples, Samples and Best Practices for Small Businesses

Does your auto attendant still sound generic or outdated? If you’re looking for a way to make it sound more professional, your auto attendant recording is the perfect place to start. It’s a key touchpoint where you can create a strong first impression, share important information, set clear expectations, and make your business sound more organized from the very beginning. 

In this post, we’ll walk through what makes an effective auto attendant greeting, share practical tips for recording it, and provide recording examples you can use or adapt for your virtual receptionist. 

What Are Auto Attendant Recordings? 

Auto attendant recordings, also called auto attendant voice recordings, are pre-recorded audio files used by an auto attendant to welcome incoming calls. These recordings greet callers, share essential information, and explain the available menu options so they know how to proceed. 

A single auto attendant can use multiple recordings depending on the situation. For example, you may have different recordings for business hours, after-hours calls, or holidays. This flexibility allows your auto attendant to deliver the right message at the right time automatically. 

What Makes a Good Auto Attendant Recording? 

A professional auto attendant recording is clear, friendly, concise, and sets expectations for what happens next. Even a short greeting can influence how callers perceive your business, so quality and delivery matter. 

1. Clear audio with no background noise. Your recording should be free from background sounds such as office chatter, keyboard noise, or echoes. Clean audio ensures callers can understand the message without effort and prevents frustration, especially for callers in noisy environments. 
2. A friendly, warm voice. The voice of your auto attendant should sound welcoming and approachable. Avoid voices that feel cold, rushed, or overly robotic. 
3. Simple and concise wording. Auto attendant messages should be easy to understand and to the point. Avoid long sentences, complex words, or unnecessary details. Clear, concise wording helps callers quickly grasp their options and move forward without confusion. 
4. Natural pacing and clear pronunciation. The message should be spoken at a steady, comfortable pace. Speaking too quickly can overwhelm callers, while speaking too slowly can feel frustrating. Clear pronunciation ensures callers don’t need to replay the message to understand it. 
5. Clear call-to-action or expectations. A good auto attendant recording clearly explains what callers should do next, whether that’s staying on the line, selecting an option, or leaving a voicemail, so there’s no confusion about the next step.  

If the auto attendant is integrated with an IVR menu, the recording should clearly state the phone menu options so callers know what to press the first time. 

General Auto Attendant Recording Examples 

Below are common auto attendant recording samples you can use as a starting point. These examples are intentionally simple and neutral so they can fit most businesses and be adjusted to match your brand voice. 

Business Hours Auto Attendant Recording Sample 

“Thank you for calling [Company Name]. We’re open Monday through Friday from 9 a.m. to 5 p.m. Please stay on the line, and your call will be connected shortly.” 

After-Hours Auto Attendant Recording Sample 

“Thank you for calling [Company Name]. Our office is currently closed.   Our business hours are Monday through Friday from 9 a.m. to 5 p.m. Please leave a voicemail after the tone, and we’ll return your call on the next business day.” 

Holiday Auto Attendant Recording Sample 

“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.” 

Industry-Specific Auto Attendant Recording Examples 

While the structure of an auto attendant recording is similar across businesses, the tone and messaging should reflect your industry. Below are industry-specific examples you can adapt to your needs. 

Retail Auto Attendant Recording Sample 

“Thank you for calling [Store Name]. We’re happy to help with product questions, order inquiries, and store information. Please stay on the line, and a team member will assist you shortly.” 

Beauty Salon Auto Attendant Recording Sample 

“Thank you for calling [Salon Name]. We’re happy to assist you. Please stay on the line, and we’ll be with you shortly. If we miss your call, feel free to leave a voicemail and we’ll return your call as soon as possible.” 

Real Estate Auto Attendant Recording Sample 

“Thank you for calling [Real Estate Company Name]. Whether you’re buying, selling, or looking for more information about a property, we’re here to help. Please stay on the line, and your call will be answered shortly.” 

Law Firm Auto Attendant Recording Sample 

“Thank you for calling [Law Firm Name]. Your call is important to us. Please stay on the line while we connect you with the appropriate legal professional. If you reach voicemail, please leave your name, number, and a brief message.” 

Healthcare Auto Attendant Recording Sample 

“Thank you for calling [Practice Name]. 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.” 

Professional Services Auto Attendant Recording Sample 

“Thank you for calling [Company Name]. We appreciate your interest in our services.   Please stay on the line, and a member of our team will assist you shortly.” 

Tech Startup Auto Attendant Recording Sample 

“Thank you for calling [Company Name]. We’re excited to hear from you. Please stay on the line while we connect you with the right person to help.” 

How to Create Auto Attendant Recordings for Small Businesses 

There are several ways to create auto attendant recordings, depending on your budget, timeline, and the level of polish you want. Below are the most common approaches small businesses and startups use. 

In-House Auto Attendant Recording 

In-house recording means creating your auto attendant messages using your own equipment and voice. This typically involves writing your script and recording it using a smartphone, computer, or office microphone. It’s a cost-effective option and gives you full control over the message, but the final quality depends on your recording environment and voice delivery. 

Professional Auto Attendant Recording Services 

Professional recording services use trained voice talent and studio-quality equipment to produce polished auto attendant recordings. This option is best suited for businesses with a larger budget, as professional recordings typically cost between $50 and $300 and may require additional time and budget for revisions and final polishing. 

AI Auto Attendant Recording Tools 

AI auto attendant recording tools use text-to-speech technology to create professional-sounding voice recordings from written scripts in minutes. They make it easy to create multiple versions of a greeting for business hours, after-hours, or holidays, and to update messages whenever your information changes. 

These tools allow you to choose from different voices, languages, and accents, making them suitable for a wide range of use cases. Thanks to recent advances in AI, the generated voices now sound natural and high-quality, often close to human recordings. 

Many AI recording tools cost between $10 and $30 per month and offer unlimited recordings, making them significantly more affordable than hiring a voice artist for every update. As a result, AI tools are a practical option for small businesses and startups that want a consistent, polished sound without the cost of professional voice talent.

Create a Free Auto Attendant Recording with DialLink 

DialLink’s greeting generator makes it easy for small businesses and startups to create and download free auto attendant recordings using AI auto attendant recording tool. This web-based solution allows you to generate up to five professional auto attendant recordings at no cost, giving you a simple way to produce polished greetings without hiring voice talent or investing in recording equipment. 

Here’s why it’s a great option for budget-conscious businesses: 

• 100% free: Create and download up to five professional-quality auto attendant recordings without paying anything. 
• Multiple languages: Generate greetings in English, Spanish, French, German, or Portuguese to support different audiences. 
• Voice selection: Choose between male or female AI voices to match your brand’s tone and style. 
• Full customization: Paste your custom script, and the AI instantly creates a clear, ready-to-use greeting. 
• Complete ownership: Download free auto attendant recordings and use them anywhere, with no licensing fees or usage restrictions. 
• No technical skills required: The intuitive interface requires no audio editing or recording experience, making it accessible for any small business owner. 

With DialLink’s AI auto attendant recording generator, small businesses can create natural-sounding, professional greetings for their automated phone system that feel like a real receptionist. This is a practical option for small businesses looking for an auto attendant recording free of charge.