Your receptionist answers the phone, and the caller hears dead silence, background noise, or an uncertain "Hello?" That hesitation costs you credibility before the conversation even begins. 

Professional phone greetings set the tone for every customer interaction, yet many businesses leave this critical moment to chance.

Make sure you answer calls promptly, ideally within two or three rings. You also shouldn't answer on the first ring, as it can startle some callers. 

Waiting more than three rings, or not being available at the scheduled time, will make your caller think their call isn't important or that you forgot about them.

What is a receptionist greeting script?

A receptionist greeting script is a standardized verbal template that guides employees in answering incoming phone calls. These scripts typically include the company name, the receptionist's name, and an offer of assistance. 

Well-designed greeting scripts ensure every caller receives a consistent, professional welcome regardless of which team member answers the phone. Scripts can be customized for different scenarios — general inquiries, after-hours calls, specific departments, or high-priority clients.

Why are receptionist greeting scripts important?

Receptionist greeting scripts transform phone answering from an inconsistent process into a reliable system that protects your brand and improves business outcomes.

Consistency across all calls

Scripts ensure every caller receives a consistent professional experience, regardless of which employee answers the phone. Without standardized greetings, call quality varies based on individual communication styles, stress levels, and experience. 

Scripts eliminate this variability, creating predictable first impressions that maintain your brand standards across hundreds or thousands of customer interactions.

Professional first impressions

The first few seconds of a phone call determine how callers perceive your entire business. Scripts help employees project confidence and professionalism from the moment they answer, addressing callers with appropriate formality and clarity. This professional greeting builds immediate credibility and sets positive expectations for the rest of the conversation.

Reduced call handling time

Structured greetings move conversations forward efficiently by immediately establishing context and offering assistance. When receptionists follow scripts, they avoid rambling introductions and forgetting to collect caller information, reducing average handle time and improving caller satisfaction. Clear scripts help employees transition smoothly from greeting to addressing the caller's actual needs.

Employee confidence and training

New employees often feel anxious about answering business calls, unsure what to say or how formal to be. Scripts provide concrete guidance that builds confidence, especially during the first weeks of employment. Training becomes simpler when employees can practice specific greeting formats rather than improvising each interaction, accelerating onboarding and reducing mistakes.

Brand alignment and messaging

Your phone greeting represents your brand just as much as your logo or website. Scripts ensure the language, tone, and professionalism align with your brand identity — whether formal and corporate, friendly and casual, or somewhere in between. This consistency reinforces brand recognition and ensures that customer experiences match the expectations you've created through other marketing channels.

15 receptionist greeting scripts

These greeting scripts cover different scenarios and communication styles, allowing you to choose the approach that best fits your business culture and caller expectations.

1. Simple and direct greeting

"Hello, thanks for calling [company]. How can I assist you today?"

This polite, direct approach ensures callers have the floor as soon as possible, allowing them to explain their needs. Use this for general business lines where efficiency matters.

2. Time-specific greeting

"Good morning! What can I do for you today?"

This sounds more pleasant than just "hello" by acknowledging the time of day. It works well for businesses that want a friendly, approachable tone without lengthy introductions.

3. Personal introduction

"Hello, this is [name]! How can I help you?"

Saying this with a smile makes it easy for people to feel like they can talk to you. Use this when you want to create an immediate personal connection while staying concise.

4. Name-gathering greeting

"Hello, thanks for calling [company]. My name is [name]. Can I get your name, please?"

This gives you the opportunity to connect personally and show callers that you want to know who you're speaking with. Once they provide their name, you can lead into your next line: "John, great, pleasure to make your acquaintance. Now, John, how can I assist you today?"

5. Call routing greeting

"Thanks for calling [company]. How may I direct your call?"

This professional approach works when you're primarily routing calls to other departments or individuals. It still allows callers to say "well, actually, I was just wondering about…" and give you a chance to help them directly.

6. Comprehensive greeting

"Hi there! This is [name]. Thanks for calling [company], what can I do for you today?"

This covers all the bases — it provides your name for a personal touch, confirms which company they've reached, and opens the floor for them to explain their reason for calling. Use this when you want to be thorough without being overly formal.

7. Enthusiastic greeting

"So glad to hear from you! May I get your name before I further assist you with your call, sir/ma'am?"

This demonstrates genuine interest in helping and doing so appropriately. Getting their name creates a personal connection and allows you to transfer them with context rather than just "a caller on line three."

8. Formal business greeting

"Good day, you've reached [company]. My name is [name]; how may I assist you?"

This greeting is more formal for companies that prefer a professional distance. It allows callers to request any type of assistance, not just a redirect to a specific person or department.

9. High-volume greeting

"Hello, thanks for calling [company]. Can I get your name? [Name], can I place you on a brief hold?"

When you're busy, you need to say more than just "Hello, hold please." Even when swamped with calls, taking the extra 30 seconds to ask for their name and then place them on hold makes a significant difference in caller satisfaction.

10. Positive company culture greeting

"It's a great day at [company], and we appreciate your call. This is [name]. May I ask with whom I'm speaking?"

This works for companies that want to project a positive image. It offers a script that all employees can use when answering the phone, not just receptionists. Asking for their name shows callers they have value beyond being just another number in the queue.

11. After-hours greeting

"Thank you for calling [company]. Our office is currently closed. Our business hours are [hours]. Please leave your name, number, and a brief message, and we'll return your call first thing [tomorrow/Monday morning]."

Use this for voicemail or after-hours answering services. It sets clear expectations about when callers will receive a response and ensures they know their message will be heard.

12. Department-specific greeting

"[Department name], this is [name] speaking. How may I help you?"

This works when calls are routed directly to specific departments. It immediately confirms that the caller reached the right place and offers assistance. Keep it brief, as the caller has already navigated to your department.

13. Callback confirmation greeting

"Hello, this is [name] from [company] returning your call. Is now a good time to talk?"

Use this when returning missed calls or voicemails. It identifies who you are and why you're calling, and respects the person's time by asking whether they're available to talk.

14. VIP client greeting

"Good [morning/afternoon], [client name]! This is [name]. It's wonderful to hear from you. What can I help you with today?"

Use this for high-value clients or long-term customers when your system identifies them via caller ID. The personalized greeting acknowledges their importance and strengthens the relationship.

15. Emergency or urgent call greeting

"[Company] emergency line, this is [name]. What's your emergency?"

Keep this brief and direct for emergency hotlines or urgent support lines. Skip the pleasantries and get straight to understanding the situation so you can provide immediate assistance.

5 phone etiquette best practices

Beyond greeting scripts, these practices ensure every phone interaction maintains professional standards:

1. Never answer while eating or drinking

No phone call is worth answering when you can return it later. Eating or drinking during calls is unprofessional and disrespectful to callers.

2. Get the caller's name and use it

Make sure you get the caller's name and create a personal connection to help them feel valued, no matter why they're calling. Using their name throughout the conversation strengthens rapport.

3. Recap the call before ending or transferring

Take time to summarize the conversation and confirm the caller's needs were met, either before you transfer the call or before you end it. This prevents miscommunication and shows you were actively listening.

4. Be an active listener

What you hear is more important than what you say. Make sure you listen to callers' needs so you can assist them effectively, rather than rushing to solutions before understanding the problem.

5. Avoid slang and filler words

Don't answer the phone with "yeah" — that sounds short and rude. Avoid filler words such as um, like, you know, etc. Be direct and clear and say what you mean.

Ensure every greeting is professional

Scripts provide the foundation for consistent phone greetings, but maintaining quality across every call requires dedicated resources. 

AI Receptionist services handle high-volume routine calls with scripted greetings that never vary, ensuring consistency even during peak periods or after hours. 

For complex calls requiring judgment and relationship-building, Virtual Receptionist services provide trained professionals who adapt scripts naturally while maintaining your brand standards.

Smith.ai provides both AI Receptionist and Virtual Receptionist services to ensure every call receives professional attention. Schedule a consultation to learn more.