37 On-Hold Messages
On-Hold Messages and Auto Attendant Scripts
An on-hold message thanks callers for waiting, reassures them they're still in line, and uses the wait to share something useful. An auto attendant greeting welcomes callers and routes them with a short menu. A simple pair: "Thank you for calling [Company Name]. Your call is important to us, and a team member will be with you shortly," and "For sales, press 1. For support, press 2. For billing, press 3." Copy any script below, fill in your details, and generate it as an MP3 or 8kHz WAV for your phone system.
On-Hold Messages
Messages that play while callers wait in a queue. Record several and rotate them so repeat callers don't hear the same line every 30 seconds.
Thank you for holding
Thank you for calling [Company Name]. All of our team members are helping other customers right now. Please stay on the line, and the next available person will be with you shortly.
Warm and appreciative
Thanks for your patience. We know your time is valuable, and we appreciate you waiting. Someone from [Company Name] will pick up as soon as possible.
Wait time reassurance
You're still in line, and your call will be answered in the order it was received. Please don't hang up, or you'll lose your place in the queue.
Offer a callback or website
Our wait times are longer than usual right now. If you'd rather not wait, many questions can be answered at [website], or you can leave a message by pressing [key] and we'll call you back.
Promote a service
While you wait, did you know [Company Name] also offers [service]? Ask the team member who takes your call, or visit [website] to learn more.
Seasonal offer
Thanks for holding. This month, [Company Name] is offering [offer, e.g. 15% off your first service]. Mention this message when we pick up, and we'll apply it for you.
Hours and website
Our office is open [days] from [hours]. You can also [book appointments / check order status / pay your bill] anytime at [website]. Thanks for holding. We'll be with you shortly.
Have details ready
To help us assist you faster, please have your [account number / order number / date of birth] ready. Thank you for waiting. A team member will be with you in just a moment.
Auto Attendant Main Greetings
The first thing callers hear on your main line. Keep it short and get to the menu quickly.
Standard main greeting
Thank you for calling [Company Name]. Please listen carefully to the following options. If you know your party's extension, you may dial it at any time.
Short and direct
Hello, and thanks for calling [Company Name]. Please choose from the following menu.
Friendly small business
Hi, thanks for calling [Company Name], where [short tagline, e.g. we keep your home running]. To reach the right person quickly, please choose an option.
Points to self-service first
Thank you for calling [Company Name]. Did you know you can [track your order / schedule service] online at [website]? To speak with someone, please choose from the following options.
Bilingual (English and Spanish)
Thank you for calling [Company Name]. For English, press 1. Para español, oprima el número 2.
Call recording notice
Thank you for calling [Company Name]. This call may be recorded for quality and training purposes. Please listen to the following options.
After-Hours Auto Attendant
Schedule these to replace your main greeting when the office is closed, so callers aren't sent to a menu nobody is answering.
Standard after-hours
Thank you for calling [Company Name]. Our office is currently closed. Our hours are [days] from [hours]. To leave a message, press 1. To reach someone's voicemail directly, dial their extension now.
With emergency routing
You've reached [Company Name] after hours. If this is an urgent [service / maintenance / medical] matter, press 1 to reach our on-call team. For all other calls, press 2 to leave a message, and we'll return it next business day.
Points to online help
Thanks for calling [Company Name]. We're closed right now and will reopen at [time] on [day]. Many questions can be answered anytime at [website]. To leave a message, press 1.
Weekend closure
Thank you for calling [Company Name]. We're closed for the weekend and will reopen Monday at [time]. Please leave a message after the tone with your name and number, and we'll call you back.
Lunch break
Thank you for calling [Company Name]. Our office is closed for lunch from [time] to [time]. Please call back after [time], or leave a message and we'll return your call this afternoon.
Holiday Auto Attendant
Temporary greetings for office closures. Set a reminder to switch back to your regular greeting when you reopen.
General holiday closure
Thank you for calling [Company Name]. Our office is closed today in observance of [holiday]. We'll reopen on [date] at [time]. To leave a message, press 1. Happy holidays.
Holiday season hours
Happy holidays from all of us at [Company Name]. Our hours are different this season: we're closed [dates] and open [special hours] on [dates]. Please leave a message or visit [website].
Thanksgiving
Thank you for calling [Company Name]. We're closed for Thanksgiving on [date] and [date], and we'll reopen on [date]. We're grateful for your business. Please leave a message after the tone.
Year-end closure
Thank you for calling [Company Name]. Our office is closed from [date] through [date] for the holidays. For urgent matters, press 1. For all other calls, leave a message and we'll respond when we're back on [date].
Unexpected closure
Thank you for calling [Company Name]. Due to [severe weather / an unexpected event], our office is closed today. We expect to reopen on [date]. Please check [website] for updates or leave a message.
On-Hold Messages by Industry
Industry-specific hold messages that answer common questions while callers wait.
Medical or dental office
Thank you for holding. If this is a medical emergency, please hang up and dial 911. You can request appointments and prescription refills through our patient portal at [website]. A team member will be with you shortly.
Law firm
Thank you for calling [Firm Name]. All of our staff are assisting other clients. Please stay on the line, and have your case or matter number ready if you have one. We'll be with you shortly.
HVAC or home services
Thanks for holding. Did you know regular maintenance can help prevent breakdowns? Ask about our [maintenance plan name] when we pick up. Your call will be answered in the order it was received.
Retail or e-commerce
Thanks for calling [Store Name]. While you wait, you can track your order, start a return, or check store hours at [website]. A team member will be with you soon.
Software or IT support
Thank you for contacting [Company Name] support. Many common questions are answered in our help center at [website]. To speed things up, please have your account email or ticket number ready.
Property management
Thank you for calling [Company Name]. Residents can submit maintenance requests and pay rent online at [website]. For an after-hours maintenance emergency, call [phone number]. Please continue to hold.
Ready
IVR menu batch
Generate every prompt of your phone menu in one go, in the same voice. Each prompt uses 1 credit.
- 01
- 02
- 03
- 04
Writing
Tips for writing a voicemail greeting
- 01
Lead with the most common reason for calling
If most callers want support, make support option 1. Every extra option they have to sit through raises the chance they hang up or press 0.
- 02
Keep menus to five options or fewer
Callers can't remember a long list. If you need more, group them into sub-menus such as sales, support, and billing.
- 03
Say the action before the number
"For sales, press 1" works better than "Press 1 for sales," because callers hear what they want before the key they need.
- 04
Rotate on-hold messages
Upload three or four short messages and let your system rotate them. Hearing the same 20-second clip over and over is worse than silence.
- 05
Generate the whole menu in one voice
Every prompt in your system should use the same voice. Paid accounts can batch-generate a full IVR menu at once (main greeting, each "press 1 for…" option, and after-hours prompt) so the voice and levels match.
- 06
Use the right file format
Most hosted VoIP systems accept MP3. Many PBX systems want WAV at 8kHz, 16-bit, mono. Download the 8kHz WAV if your provider mentions telephone-quality audio.
Ready
Create your voicemail greeting
Replace anything in [brackets] with your details before generating.
Premium voices and background music use credits, 1 per greeting.
Checking you're human…
Made your greeting? Put it on your phone.
How to change your voicemail greeting →
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On RingCentral, Zoom, 3CX, or Teams? Upload the file directly.
How to upload a custom voicemail greeting →
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Frequently asked questions
What should an on-hold message say?
Thank the caller for waiting, confirm they're still in the queue, and give them something useful: your website, hours, a service they might not know about, or what details to have ready. Keep each message to 15–30 seconds.
What's the difference between an auto attendant and an IVR?
An auto attendant greets callers and routes them by keypress, such as "press 1 for sales." IVR (interactive voice response) is the broader term and can also include speech recognition and lookups like account balances. For most small businesses, the scripts are the same.
How do I write an IVR greeting script?
Start with a one-sentence welcome that names your company, then list three to five options in the order callers need them, always as "for X, press N." End with an option to repeat the menu or reach a person.
Can I generate all my IVR prompts at once?
Yes, with a paid plan. Batch generation creates several prompts in one go, such as your main greeting and each menu option, in the same voice. Free users can generate prompts one at a time, up to 5 per day.
Can I add background music to an on-hold message?
Paid users can add optional background music under the voice before downloading. If your phone system already plays its own hold music, use a plain voice track instead so the two don't clash.
How do I upload an on-hold message to my phone system?
Download the MP3 or 8kHz WAV, then upload it in your provider's admin portal under auto attendant, call queue, or music-on-hold settings. Our guide on how to upload a custom voicemail greeting covers RingCentral, Grasshopper, 3CX, Zoom Phone, and Microsoft Teams.