It’s easy to overlook your voicemail greeting—but for a potential client, it might be their first impression of your practice. A voicemail that feels warm, clear, and informative can increase the likelihood that someone leaves a message and ultimately books an appointment. On the other hand, a cold or confusing message can stop the process in its tracks.
A voicemail greeting doesn’t have to be lengthy, but it should reflect your professionalism and empathy. Consider including your name, your practice name, your general availability, and when the caller can expect a reply. For example:
“Hi, you’ve reached Dr. Jordan with Willow Therapy Group. I’m currently with a client or away from the phone. Please leave your name, phone number, and the best time to reach you, and I’ll return your call within one business day. If this is a crisis, please contact 911 or visit your nearest emergency room.”
This simple format sets expectations, reinforces boundaries, and reassures the caller that they’re in the right place. Therapists who include brief directions or point callers to their website also help prospective clients take immediate next steps without having to wait.
Virtual receptionist services can take this a step further. If you work with a receptionist service, your greeting can redirect callers for faster support: “If you’re a new client or calling to schedule, please press 1 to speak with a receptionist who can assist you right away.” This saves you time while giving the caller the human touch they need.
It’s also worth revisiting your voicemail greeting periodically. As your availability, website links, or practice details evolve, your greeting should stay current. Even small updates—like noting when you’ll be on vacation—signal organization and thoughtfulness.
Some therapists opt for different greetings based on day or time. A weekend or after-hours message might reinforce boundaries while offering helpful guidance: “Our office is currently closed, but we look forward to connecting with you during our business hours, Monday through Friday from 9 to 5.”
The tone of your voice matters, too. Even if the words are perfect, a rushed or robotic recording can send the wrong message. Record your greeting when you’re calm and focused, and speak as if you’re directly addressing someone in need.
Ultimately, your voicemail is part of your communication ecosystem. Alongside your website, email responses, and receptionist team, it shapes how your practice is perceived.
Happy Highlight
The little things—like a great voicemail—can have a big impact. Make it easy for people to take the next step, even when you’re not available. Need help managing your incoming calls and messages? Contact us to explore how Happy Desk can support your client communication systems.
