How to Write a Voicemail Message for a Closed Office

A voicemail message for a closed office is a recorded greeting that callers hear outside your business hours. It tells them the office is closed, states when you will reopen, and provides instructions for leaving a message or contacting you by other means. This message prevents confusion and missed opportunities by informing callers clearly.

Why this comes up / what goes wrong

Small-business owners face this need because customers or leads often call after hours or on holidays. Without a clear voicemail message, callers may hang up frustrated or uncertain, causing lost leads and a poor impression. This is especially true for businesses with limited staff or irregular hours. Without such a message, follow-up can become disorganized and inefficient.

Step-by-step

1. Write down your office hours. Include regular days and times, plus holidays or special closures.

1. Create a short voicemail script (20-30 seconds). Include:

• A greeting
• Statement that the office is closed
• Your hours or when you will reopen
• How to leave a message or alternative contact options

1. Record the message. Use a clear, friendly voice, speak slowly, and avoid background noise.

1. Test the message after hours. Call your number to confirm it plays correctly and sounds professional.

1. Set your phone system to use this message automatically outside business hours.

1. Add alternative contact methods if possible. For example, an email address, website, or mention WhatsApp or SMS availability.

1. Update the message regularly. Change it when office hours change or for holidays.

Using HelloGrowthCRM, you can manage follow-ups via WhatsApp and SMS, ensuring no leads are lost after hours. See WhatsApp and SMS CRM for details.

Example (fictional figures)

Sunset Realty Group is a residential real-estate team in Phoenix, Arizona. Their office hours are Monday to Friday, 9:00 AM to 6:00 PM. They want a voicemail message for calls after hours.

Their script:

"Hello, you’ve reached Sunset Realty Group. Our office is currently closed. Our regular business hours are Monday through Friday, 9 AM to 6 PM. Please leave your name, number, and a brief message after the tone, and we’ll return your call the next business day. For faster service, you can also reach us via WhatsApp at (555) 123-4567. Thank you."

They record this message and set it to play automatically after 6:00 PM and on weekends.

For example, they receive a lead call at 7:00 PM on 07/15/2026 and the caller leaves a message requesting a property viewing.

The next business day, they follow up using WhatsApp or SMS through HelloGrowthCRM.

Common mistakes

• Too long or complicated messages: Keep it brief to respect callers’ time. Prevent by timing your recording and editing for clarity.

• Not stating office hours: Callers need to know when you will be available. Always include your hours.

• No call to action: Tell callers what to do next (leave a message, email, text, etc.).

• Outdated messages: Forgetting to update for holidays or changes causes confusion. Set reminders to update regularly.

• Poor audio quality: Background noise or unclear speech frustrates callers. Use a quiet room and a good microphone.

• No alternative contact options: Especially if you use WhatsApp or SMS, mention these channels to help leads reach you anytime. HelloGrowthCRM logs these conversations automatically. See HelloGrowthCRM for the United States for details.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps small-business owners manage lead engagement beyond office hours. WhatsApp conversations with a lead are logged on the lead record, and follow-ups can be sent as WhatsApp or SMS messages. If you do not have a sales manager, the Managed RevOps service assigns a revenue specialist to work your follow-up queue every week, ensuring no lead is left unattended. This keeps communication flowing smoothly even when your office is closed. Learn more about WhatsApp and SMS CRM.

Frequently asked questions

What should I say in a voicemail message for a closed office? Include a polite greeting, a statement that the office is closed, your business hours or when you will reopen, and instructions for leaving a message or alternative contact methods.

How long should the voicemail message be? Aim for 20 to 30 seconds. It should be clear and concise so callers get the information quickly without feeling rushed.

Can I include alternative contact options in the voicemail? Yes. Mentioning email, website, or messaging apps like WhatsApp or SMS can help callers reach you faster or leave messages in other ways.

How often should I update my voicemail message? Update it whenever your office hours change or during holidays and special closures to keep callers informed.

Can HelloGrowthCRM help with follow-ups after hours? Yes. WhatsApp and SMS conversations are logged and managed within HelloGrowthCRM, and Managed RevOps can assign someone to handle follow-ups weekly, so leads don’t fall through the cracks.

Key takeaways

• A voicemail message for a closed office informs callers about your hours and next steps.
• Keep the message short, clear, and polite.
• Always include your office hours and how to leave a message.
• Update the message regularly for holidays or changes.
• Mention alternative contact methods like WhatsApp or SMS.
• HelloGrowthCRM supports WhatsApp and SMS follow-ups and offers Managed RevOps to keep leads engaged.

To start managing your leads and follow-ups effectively, start on the Free Forever plan (200 leads, no credit card).