When you call a company, you’re not always immediately greeted by an employee. Often, you’ll hear a message first: “You’re calling…” or “Thank you for calling…”. Such a message is an automated welcome announcement. It sounds professional and helps to greet customers in a neat and consistent way! Such a welcome message is also possible for your business. But what makes the best welcome message?

Why Have a Welcome Message?

A phone welcome message isn’t mandatory, but it’s a very neat and professional way to address customers. This way, your customers are always greeted in the same way, with a message you’ve chosen yourself. You also have the opportunity to calmly share a message. A welcome message can’t be interrupted by the caller. With this message, you can, for example, inform them that a menu will follow, what the opening hours are, or that additional information can be found on your website.

What Makes a Good Welcome Message?

Unfortunately, there’s no handbook for the perfect welcome message. Every company is different, and depending on your brand values and company culture, one message and format may suit your business better than another. However, there are a few ways to ensure you get the most out of your welcome message!

The Voice of Your Business

It starts with the voice. Will you record the message yourself, or will a colleague do it? Or would you prefer the welcome message to be recorded by a hired professional voice? That’s also an option. Not only do large companies often choose this approach, but it’s also a very professional way for SMEs to greet customers. And it’s easier than you might think. You provide the desired welcome message, and we request a quote from the voice-over agency. The message can then be heard within a few days. For examples of both male and female professional voices connected to Belfabriek, you can request a demo page.

The Message Your Customers Hear

And how should the message itself sound? Make sure your customers immediately know they’re connected to your business. Do this in a calm and friendly manner. This sets the tone for the rest of the conversation. Use the opportunity to share something about your business. “We stand for…” or “We’re happy to help you…”. It’s also an opportunity for a bit of brand marketing.

Finally, always let them know what will happen next. For example, will the call be recorded, or will a menu follow? This way, your customer knows what to expect. Need some inspiration? We have several templates ready for the most common situations!

The Best Welcome Message

The best welcome message is professional, perhaps even with a professional voice via Belfabriek. The message is calm, friendly, and immediately informs the caller which company they’re connected to. You explain what will happen next and possibly share what your company stands for. This way, you’ll get the most out of your welcome message!