44 Great Auto Attendant Script Examples That Keep Callers Happy

In call center automation, long hold times, messy phone menus, and unclear call flows waste agent hours and cost you leads. A well-written auto attendant script with clear caller prompts, intelligent call routing, polished greeting messages, and tight call flow fixes that; this article offers script templates, IVR prompts, virtual receptionist tactics, and call handling tips to help you spend more time talking to real prospects and less time waiting between calls, driving higher productivity and more revenue without increasing headcount.

To achieve that outcome, Voice AI offers AI voice agents that act as virtual receptionists, qualify callers, manage voicemail, and queue callbacks, so your reps handle only the highest-value conversations.

Summary

• Long, wandering greetings and menus with too many options increase drop-off rates, and 75% of customers prefer self-service, so scripts must prioritize speed and clear choices. 
• A properly structured auto attendant can handle up to 60% of incoming calls, indicating that aligning prompts to high-frequency issues substantially reduces live-agent load.  
• Instrument every node with abandonment rate, transfer rate, time-to-resolution, and self-service success, because businesses can save up to 30% on operational costs by implementing effective auto attendant systems. 
• Design flows from the caller problem, not the org chart, by limiting top-level menus to four or five choices, keeping each prompt under 10 seconds, and avoiding asking callers to remember more than three options.
• Treat script refinement like a product sprint: test with a single hypothesis and metric, use a minimum sample of 200 live calls per variant (or two weeks at low volume), and judge changes by abandonment, transfers, and task completion.
• Operational rigor matters at scale: record and review calls weekly; keep production audio in version control; run monthly checks on high-traffic nodes and complete quarterly audits; and follow audio standards, such as 140-160 words per minute for instructional prompts. 

This is where Voice AI fits in: its AI voice agents deliver intent-based routing, queue callback handling, and voicemail management to reduce unnecessary transfers and keep callers on the fastest path to resolution.

What Makes a Good Auto Attendant Script?

Poorly written auto attendant scripts confuse callers, create friction, and erode your brand’s professional image; an effective script avoids these failures by being clear, concise, reliably routed, friendly, and aligned with callers’ expectations. Get those principles right, and you reduce transfers, lower handle time, and keep callers moving toward resolution instead of frustration.

Why Does a Bad Script Derail the Caller Experience?

An extended, wandering greeting or a menu with eight options forces callers to listen and decide under pressure, which increases drop rates and impulse hangups. Callers expect speed and control.

According to the Customer Service Trends Report, 75% of customers prefer self-service options like auto attendants, a 2023 finding that shows many callers want to solve things themselves rather than wait. When the script makes self-service harder instead of easier, you turn a strength into a liability.

What Are the Core Qualities Every Script Must Have?

Clarity, plain and straightforward, tops the list. Use short sentences, single actions per prompt, and unambiguous labels for each option to keep mental load low. Concision matters next; each prompt should be as concise as possible while remaining complete. Proper routing means options map to the fastest path to resolution, not to internal org charts.

A friendly, professional tone signals competence and reduces caller anxiety, while aligning with caller expectations means the menu reflects the reasons people actually call, prioritized by frequency and urgency. Finally, build predictable fallbacks: an explicit instruction for how to reach a live person, voicemail, or web self-help when automation fails.

How Should Teams Think About Designing the Flow?

Start from the caller’s problem, not your internal departments. Limit the main menu to four or five choices, place the highest-traffic paths first, and tell callers how to interact in one short line, either by pressing a number or saying a department name.

They must be visible, legible, and placed before the decision point. Keep each prompt under 10 seconds, confirm critical selections with a short repeat, and avoid jargon or extension numbers nobody outside the organization recognizes.

What Operational Elements Make a Script Reliable at Scale?

Design for failure modes, like misrecognized speech, DTMF entry mistakes, and callers who don’t press anything. Offer a visible overflow path on every prompt, and make voicemail boxes accessible at every branch so callers never reach a dead end. Instrument every node in the phone tree with metrics, such as abandonment rate, transfer rate, time-to-resolution, and self-service success. 

Use short, iterative tests with genuine callers to validate decisions, then iterate based on data rather than opinion. That disciplined approach is why, according to the Business Efficiency Study, businesses can save up to 30% on operational costs by implementing an effective auto attendant system, a 2023 estimate that frames script design as a cost lever, not just a UX task.

Which Writing and QA Practices Keep Scripts Crisp and Consistent?

Write prompts as if a single person will read them aloud; this produces consistent rhythm and phrasing. Keep copies of approved scripts for every branch, record and review actual calls weekly, and run A/B tests when you change wording or option order.

Train readers on pacing and pronunciation, then lock production audio behind version control so updates roll out predictably. Include accessibility checks for callers who rely on assistive technology, and ensure hold music, language options, and holiday messages receive the same level of scrutiny as the main menu.

Related Reading

40+ Examples of Great Auto Attendant Scripts

These are 44 ready-to-deploy auto-attendant scripts, organized so you can select templates that match your organization and deploy them to production with minimal editing. Each entry is an exact copy you can record or use as the basis for a text-to-speech voice, grouped by use case so you can quickly find the correct pattern.

1. Thank You for Calling (Company Name)

“Please select from the following menu options.

For Customer Support, press 1.
For Sales and Product Information, press 2.
For Human Resources, press 3.
For Accounts Payable, press 4.
To reach the operator, press 0.
To repeat this menu, press star.”

2. Business Support Menu Script

“We strive to help companies just like yours navigate change in the technology world. To better assist you, please select from one of the following menu options.

For technical support, please press 1.
For billing and payment assistance, press 2.
To get more info on how (Company Name) can help your business, press #.”

3. Hello and Welcome, You Have Reached (Company Name)

“To support and expedite your request, please select from the following options:

For John Doe, press 1
For Jane Doe, press 2
For John Smith, press 3
For current or pending product order support, press 4, and you will be connected to customer service.

Thank you for choosing (Company Name).”

4. Employee Directory & Voicemail Menu

“If you know your party’s extension, you may dial it at any time.

For a directory by employee name, please press 1 and say the name of the person you are trying to reach.
To reach an operator, please press 0.
If you would like to leave a message in our general voicemail, please press * and someone will return your call shortly.”

5. Welcome to (Company Name) – The First Solar Company

“Please listen carefully as our menu options have changed.

For residential sales, please press 1
For installer and integrator sales, press 2
For product questions or technical support, please press 3
If you have a question about an existing order or have any other customer service inquiries, press 4.
If you are a current supplier, please press 5.
If you are a freight carrier and need to schedule a delivery appointment, press 6
All other calls, press 7.
For a dial-by-name directory, press the # button.”

6. Welcome to (Company Name), Your First Choice for the Very Best Mechanical Design & Engineering

“If you know your party’s 3-digit extension, you may enter it at any time during this message.

To speak with one of our Sales Representatives, please press 2.
For Customer Service, press 3.
For Technical Development, press 4.
To leave a message in the general mailbox, press 5.

Thank you for calling, and don’t forget to visit us on the web at www.CompanyName.com.”

7. Participant Service Center

“This call may be recorded for quality and training purposes.

If you know the extension of the representative you are trying to reach, you may dial it at any time.
Para Español marque uno.
If you are having trouble logging into your account and need your password reset, or if this is your first time logging into your account, please press 2.
If you are calling to inquire about your account balance, including if you would like to know how much is available for withdrawal, press 3.
If you are calling about a withdrawal, press 4.
If you are calling to inquire about a loan from your account, press 5.
For all other inquiries, press 6.
To hear these menu options again, press star.”

8. Thank You for Calling the Administrative Offices (Company Name)

“If you know your party’s extension, you may dial it at any time, or for a Company Directory, please press 9.

For our office locations, telephone and fax information, please visit our website at www.CompanyURL.com.
For payment and billing questions, press 3.

For accounting, press 4.
For payroll and HR, press 5.
For physician credentialing, press 6.
To reach Jane Smith, our Executive Director, press 7.
To reach John Doe, our Administrative Assistant, press 0.
To hear these options again, press the star key.

Thank you.”

9. The Leaders in Water Conservation and Plumbing Fixtures

“Please listen carefully as our menu options have recently changed.

If you know your party’s extension, you may dial it at any time.
To dial by name please press #
If you are Wholesaler, Distributor or Reseller of our products, press 1
If you have purchased one of our products and require assistance, press 2
For customer service, parts or technical assistance, press 3
For accounts payable, press 4
For accounts receivable, press 5
For technical support or customer service on our showerheads, press 6
To repeat these options, press *.”

10. Urgent Care

“If this is a medical emergency, please hang up and dial 911.

For detailed information about our clinic locations, directions, hours of operation, and services provided, please visit us on the web at www. CompanyURL.com.
For billing inquiries, please press 1.
To speak with someone in one of our clinics in Palm Beach County, press 2.
In Broward County, press 3.
In Miami-Dade County, press 4.
Or in Indian River County, press 5.
To hear these options again, press 9 or stay on the line.”

11. Stores or Companies with Multiple Sales Departments

“Thank you for contacting {Your Company}. Our business hours are Monday through Friday, from 8:00 AM to 5:00 PM.

Para continuar en español, presione 1.
To continue in English, press 2.
To go to the food section, press 3.
To go to the furniture department, press 4.
For clothing, press 5.
Please stay on the line to speak with a live agent.
To hear these options again, press 6.”

Tip: Always provide the option to speak with a live agent for customers who prefer direct assistance.

12. Companies with Multiple Branches

“Thank you for calling {Your Company}. For detailed information about our locations, operating hours, and services, please visit our website: {website.com}.

For Billing inquiries, press 1.
To speak with one of our branches:
Boston, press 2.
Chicago, press 3.
New York, press 4.
Austin, press 5.
To hear this message again, press 9.
Otherwise, please stay on the line to speak with an agent.”

Tip: Redirecting callers to your website can reduce phone traffic, but ensure the site is user-friendly and delivers the promised information.

13. Highlighting Your Website or Online Resources

“Welcome to {Your Company}.

If you know the extension of the person you wish to reach, you may enter it at any time.
To speak with a Sales representative, press 1.
For Customer Service, press 2.
For Billing, press 3.
To leave a message in our general mailbox, press 4.
You can always visit our website at {website.com} for more information and self-service options. Thank you for calling!”

Tip: Keep the website’s mention brief and clear, so callers know they can solve many issues quickly without needing to speak to someone.

14. Product Inquiries with a Sub-Menu

“Hello, you’ve reached {Your Company}.

For product-related inquiries, press 1.
To contact our Customer Service department, press 0.
(If the caller presses 1)
For Billing questions regarding products, press 1.
For Delivery questions, press 2.
Please stay on the line if you’d like to connect with a live agent.”

Tip: A submenu further segments calls and routes them directly to the correct department.

15. Customer Service with New vs. Existing Customers

“Thank you for contacting {Your Company} Customer Service.

If you are a new customer, press 1.
If you are an existing customer, press 2.
For more information about {Your Company}, press 3.
To repeat this message, press #.”

Tip: Differentiating new vs. existing customers allows you to allocate resources more effectively.

16. Direct Connection to Specific Team Members

“Thank you for contacting {Your Company}.

To reach Caitlin Clark, press 1.
For Michael Jordan, press 2.
For Larry Bird, press 3.
For general inquiries, press 4.
Thank you for choosing {Your Company}.”

Tip: Always include a “general inquiries” option or “0” for callers who are unsure whom to speak with.

17. Recently Changed Menu Options + Direct Extension

“Thank you for choosing {Your Company}. Please note that our options have recently changed, so listen carefully:

For Sales, press 1.
For Customer Service, press 2.
For Billing, press 3.
If you know the 3-digit extension of the person you’re trying to reach, press 7 and then enter the extension.
For further assistance, press 8 or stay on the line.”

Tip: Announcing new menu options helps avoid confusion and saves time for customers who dial from memory.

18. Promotional Script

“Thanks for calling {Your Company}.

For information on our new member discounts, press 1.
To learn about deals for existing customers, press 2.
For all other inquiries, please stay on the line to speak with a representative.”

Tip: Keep the promotion short and direct; avoid overwhelming the caller with excessive details.

19. Redirect Customers to a Login or Self-Service Page

“Thank you for calling {Your Company}. Our offices are currently closed. Standard office hours are Monday through Friday, 8:00 AM to 5:00 PM.

You can check your account status 24/7 at {URL}, where you’ll find FAQs and detailed account information.

If you need further assistance, please call back during regular business hours. To repeat this message, press #.”

Tip: Briefly mention how easy it is to use the online platform to encourage callers to try it.

20. Offering a Queue Callback

“If you would like one of our agents to call you back instead of waiting on hold, press 1.

Thank you for requesting a callback. One of our agents will contact you shortly. Please hang up now and wait for our call.”

Tip: Ensure you have a system that immediately logs the callback request and the caller’s number to fulfill your promise.

21. Customers on Hold (Version 1)

“You have reached {Your Company}. All our agents are currently busy. Please leave your Name, number, and a short message; we will return your call as soon as possible. Thank you.”

Tip: Keep a polite and positive tone. Remind callers that their time is valuable to you.

22. Customers on Hold (Version 2)

“Hi, welcome to {Your Company}, and thank you for calling.

Unfortunately, all our agents are busy at the moment. However, please leave a voicemail, and someone will reply shortly.

We apologize for the inconvenience!”

Tip: Consider playing light background music or useful info while callers decide to leave a message or hold.

23. After-Hours Calls (Version 1)

“Thank you for reaching {Your Company}. Unfortunately, you have called outside our regular business hours, Monday through Friday, 8:00 AM to 5:00 PM.

If you want to leave a voicemail on your party’s extension, please enter it now.
To leave a message in our general mailbox, stay on the line.
Thank you!”

Tip: Clearly state when you will be available again, and always provide a general mailbox option.

24. After-Hours Calls (Version 2)

“Thank you for calling {Your Company}.

Our offices are currently closed. Please leave a message in our voicemail box or contact us via our website chat at {website.com}.

Thank you, and have a great day!”

Tip: Offering a chat or online form can be very helpful, especially if you have staff available beyond phone hours.

25. Escaping the Voicemail Box

“You’ve reached the voicemail of {Name}. 

To leave a voicemail, press 1, and please provide your Name, number, and a brief message. We will return your call as soon as possible.
To return to the main menu, press #.”

Tip: Callers may want to speak to someone else. Let them do so without hanging up and redialing.

26. Holiday Closure (Version 1)

“Hello, thank you for calling {Your Company}. In observance of {Holiday}, our offices are currently closed. We will resume normal operations on {Date}.

Please feel free to leave a message after the tone or call back during our regular hours, Monday through Friday, 8:00 AM to 5:00 PM.

Happy holidays!”

Tip: Adjust the Script to match the local Holiday or event.

27. Holiday Closure (Version 2)

“Thank you for calling {Your Company}. Our offices will be closed on {Date} in observance of {Holiday}. We will reopen on {Date}.

To leave a message in the company voicemail box, press 0.
You can also reach us by email at {Email Address} or by fax at {Fax Number}.
Thank you, and have a wonderful holiday!”

Tip: When handling urgent issues during the holiday period, mention alternative channels, such as email, fax, and social media.

28. Personalized Welcome Using Caller’s Name (System with Caller ID Integration)

“Hello {Customer Name}, welcome to {Your Company}.

To confirm your most recent order, press 1.
For inquiries about your account, press 2.
To speak with a representative, press 0.
Thank you for choosing us!”

Tip: Addressing the customer by Name creates a VIP feel. Make sure your technology can reliably provide caller details.

29. Advanced Support by Product Type

“Welcome to the {Your Company} Support Center.

For electronics support, press 1.
For software and app support, press 2.
For home appliance support, press 3.
For any other queries, press 0 or stay on the line.”

Tip: Before recording, identify which categories or products generate the most support calls to prioritize them in the menu.

30. Virtual Tour or Automated Information

“Thank you for contacting {Your Company/Institution}.

For our virtual tour, press 1.
For information about tickets or pricing, press 2.
To speak with a representative, press 0.
Enjoy your tour!”

Tip: Audio tours allow callers to explore info without agent interaction, saving time for everyone.

31. Status Update (Repairs/Shipments)

“Hello, thank you for calling {Your Company}.

To check the status of your delivery or repair, press 1 and enter your order number.
For other inquiries, press 2 or remain on the line.
I appreciate your patience!”

Tip: Integrate your IVR with your database to provide automated real-time status updates.

32. Post-Service Evaluation

“Thank you for contacting {Your Company}! We value your feedback to keep improving:

To answer a brief satisfaction survey, press 1.
To leave a voicemail with your comments, press 2.
To speak with our quality assurance representative, press 3.
We appreciate your time and feedback!”

Tip: Keep surveys short, 3-5 questions. An unhappy customer is unlikely to complete a lengthy questionnaire.

33. Holiday Closures Script

“Happy holidays! You’ve reached XYZ Company. Our offices are closed for our winter break. We’ll be back on January 4. If you’re calling about a business emergency, press one to reach our holiday response team. Otherwise, please leave a voicemail or call us during our regular business hours, 9 AM to 5 PM on January 4.”

34. Department-Specific Script

“Thank you for calling XYZ Company’s billing department. Our hours are Monday through Friday, 9 AM to 5 PM. For questions about your invoice, press one. To make a payment, press two. For help setting up a payment plan, press three. For all other questions, please stay on the line.”

35. Technical Support Script

“Welcome to XYZ Tech Support. Our team is here to help resolve your technical issues.

For troubleshooting assistance, press one.
To speak with a representative, press two.
For information about our online support resources, press three.”

36. Professional service script

“Hello, and thank you for calling XYZ Legal Services. Our offices are open Monday through Friday, 8 AM to 6 PM.

For family law services, press one.
For business law, press two.
For all other inquiries, please stay on the line to speak with a team member.”

37. Home Service Script

“Thank you for calling XYZ Plumbing, your trusted partner in home repair since 2005. If this is an emergency, press one to be connected with an on-call technician.

To schedule a service appointment, press two.
For billing inquiries, press three.
For all other questions, press zero.”

38. Healthcare Script

“Thank you for calling XYZ Family Clinic. If this is a medical emergency, please hang up and dial 911.

To schedule an appointment, press one.
For prescription refills, press two.
To speak with a nurse, press three.
For billing or insurance inquiries, press four.”

39. Restaurant Script

“Hello! You’ve reached XYZ Bistro. For reservations, press one. For information about our menu, press two. To place a to-go order, press three. For all other inquiries, please stay on the line.”

40. Retail Store Script

“Thank you for calling XYZ Boutique. Our store hours are Monday through Saturday, 12 PM to 5 PM.

For store location and directions, press one.
For product availability, press two.
To speak with a sales associate, press zero.”

41. Hotel Script

“Welcome to XYZ Hotel. To make a reservation, press one. For information on our amenities, press two. For group bookings or event inquiries, press three. For airport transportation, press zero. If you don’t select an option, you’ll be transferred to the front desk so one of our team members can assist you.”

42. Education-Related Script

“Thank you for calling XYZ Academy.

For enrollment information, press one.
To reach administration, press two.
For teacher voicemail boxes, press three.
To repeat this menu, press zero.”

43. Real-Estate Script

“Hello, and thank you for calling XYZ Realty. To inquire about our available properties, press one. For seller consultations, press two. To speak with a licensed agent, press three. For all other inquiries, please stay on the line to be connected to the next available team member.”

44. Financial Services Script

“Welcome to XYZ Financial Advisors.

For account assistance, press one.
To speak with a financial consultant, press two.
For billing or payment inquiries, press three.”

Related Reading

Tips for a Polished Auto Attendant Script

You should treat script refinement like a product sprint. Run short experiments, measure a few core KPIs, and deploy winning language quickly. Focus your work on measurable flows, not abstract ideals, so every change earns its place in production.

How Should I Design Real-Call Tests That Actually Prove Something?

Start with a hypothesis and a single metric, not a laundry list. For example, hypothesize that shortening the payment prompt will cut abandonment by X percent; pick abandonment as your north star, then run two variants for a fixed window. Use a minimum sample of 200 live calls per variant for common nodes, or run for two weeks if volume is lower, then compare abandonment, transfer rate, and task completion.

Capture full call transcripts, tag the intent, and pull 30 to 50 representative recordings for manual review to surface edge cases speech recognition misses. If a variant improves two of three indicators, roll it out more broadly. Score results using a simple rubric:

• Clarity (yes/no)
• Correct routing (yes/no)
• Caller effort (1–5)

What Micro-Metrics Should I Watch That Actually Predict Caller Frustration?

Don’t chase vanity numbers. Track the abandonment rate at each node, time to first keypress, percentage of callers who request an operator, and self-service success rate. Add a qualitative metric. Percent of calls flagged for agent escalation after reaching an automated node.

Tie those to agent-side KPIs, such as average handle time after transfer, to determine whether automation truly reduces workload. And because tests that shorten loops often cut costs, remember that the Business Efficiency Study found businesses can save up to 30% on operational expenses, so prioritize experiments that reduce transfers and queue time while preserving resolution.

How Do I Keep Language Sounding Human Without Sounding Casual or Sloppy?

Write every prompt for the ear, not the eye. Use contractions where they read naturally, keep sentences to one action, and write how you would say it aloud in a clear, even tone. For every prompt, produce two scripts, like a formal variant and a conversational one, then test both. Provide recorders with a brief direction line above the script, including tempo (words per minute target), breath points, and words to emphasize.

Use phonetic spellings for unusual names or product codes to prevent mispronunciation. Finally, run blind tests, have 20 people unfamiliar with the company listen and describe what they would press. If more than two listeners misunderstand, rewrite.

What Does “Too Many Options” Look Like in Practice, and How Do I Trim Menus Fast?

If callers must hold or remember more than three choices at the top level, you have too many options. Replace flat menus with progressive disclosure.  Present three primary choices, then within the selected branch surface up to four precise actions.

Use logs to build a frequency heatmap, then push the top 60 to 80 percent of traffic into a single quick path. Think of your menu like a grocery store aisle layout. Put daily items at eye level, specialty items on the back shelves. Reorder options quarterly based on real call frequency, not organizational politics.

What Are Practical Recording and Audio Standards I Can Adopt Today?

Record in a quiet room with a pop filter and a directional mic; prefer WAV files over compressed formats, and normalize levels so voice peaks are around -3 to -6 dB. Use consistent pacing across all prompts; aim for 140 to 160 words per minute for instructions, and allow short, deliberate pauses after each option.

Name files with a clear convention, for example, menu_top_01_v1_DATE.wav, and store them in version control so you can roll back a change quickly. When using synthetic voices, run A/B comparisons against human-read audio on comprehension and empathy scores before replacing production audio.

How Often Should Scripts Be Reviewed and Who Signs Off on Changes?

Lightweight checks for high-traffic nodes every month, a full audit quarterly, and an immediate review after product, pricing, or policy changes. Create a two-tier sign-off:

• One operations reviewer for clarity
• One stakeholder for business accuracy, with publishing gated behind a test rollout

Automate triggers on your dashboard so that a spike of more than 2 percent in abandonment or a 10 percent increase in transfers automatically creates a review ticket.

What Quick Experiments and Processes Can I Implement This Week?

• Pick your busiest menu node and write two 10-second variants, one formal and one conversational.
• Run each for a week or until 200 calls are collected.
• Measure abandonment, transfers, and self-service completion. 
• Review 30 recordings for edge-case failures. 
• If a variant wins on at least two metrics, swap it in and monitor for 48 hours. Use a rollback flag in case speech recognition performance drops.

How Do You Make Localization and Accessibility Non-Negotiable Rather Than an Afterthought?

Localize prompts not by literal translation but by local phrasing, and measure comprehension in that language with native speakers running comprehension panels. For accessibility, test with screen readers and assistive devices used by callers, and ensure DTMF fallbacks are available for every speech prompt. Log every misrecognition incident and feed it back into your speech model or prompt phrasing changes so the system learns where callers struggle.

Try our AI Voice Agents for Free Today

I want you to stop spending hours on voiceovers or settling for robotic-sounding narration; auto attendant scripts, IVR prompts, and menu options should sound human and guide callers with confidence. Try Voice AI, whose AI voice agents deliver natural, emotive, multilingual speech for auto attendant, intent-based call routing, hold, and voicemail prompts, so you can produce professional audio faster, boost self-service success, and try the service free today.