The intro greeting should be a reassurance that the caller has reached the correct organization along with general information about the company, and information that you want the caller to have on hand. Good information to provide at this point might include organizational slogans, years in business and general product information.
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Thank you for calling ABC Foods– your most reliable source to the Food-Service Industry! We are happy to announce the all-new oven-roasted tomatoes. These tomatoes are a great alternative to sun-dried tomatoes and work well as a delicious topping, side dish, or ingredient! Please ask an account executive about this new item!
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Avoid using ‘please’ more than once, it gets wordy and redundant. The goal is to keep the content as concise as possible, moving callers quickly and seamlessly through the options.
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2. Interactive Voice Response (IVR) Greeting. The greeting callers hear when they enter your IVR. Sample Scripts: “For English press 1. Para Español presione el número 2.”
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A phone line isn’t a state of the art speaker system; its primary function is to make sure the call is connected. Volume changes, frequency, and distortion are all elements to consider when choosing hold music.
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This is your opportunity to demonstrate professionalism and communicate directly to your caller. You should provide as many sections as required, depending on how long you expect the average caller to be on hold. Usually, 6-10 sections of dialogue are sufficient.
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Often, it’s a good idea to precede the message with a bright alert sound effect to grab snoozing customer attention:
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