15 Best AI Voice Receptionist Prompts

In today's fast-paced world, businesses are turning to AI voice receptionists to improve customer service and efficiency. A well-crafted AI voice receptionist prompt ensures smooth communication and a professional experience for customers.

In this article, we will discuss how choosing the best AI voice receptionist prompt can enhance your business's customer interactions.

best ai voice receptionist prompt

Table of Contents

1. Greeting and Introduction
2. Call Routing
3. Informing About Business Hours
4. Collecting Information
5. Offering Self-Service Options
6. After-Hours Greeting
7. Error or Invalid Input
8. Requesting a Callback
9. Appointment Scheduling
10. Ending the Call
11. Account Verification
12. Payment Processing
13. Technical Support
14. Technical Support
15. Requesting Feedback

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1. Greeting and Introduction

Theme	Greeting and Introduction
Scene	Initial call from a customer.
How to say it	Friendly, welcoming, and clear.
Purpose	To provide an immediate and clear greeting and guide the caller to the right department.

Example Prompt:
"Hello and thank you for calling [Company Name]. We're so glad you reached out today! Please listen carefully to the following options to help direct your call. Press 1 for customer support, 2 for sales inquiries, or 3 for account information."

Tip for say it better: Ensure the tone is warm and welcoming. Use a slight variation in pitch to emphasize key information like options to make it more engaging and clear.

2. Call Routing

Theme	Call Routing
Scene	Directing the caller to the right department.
How to say it	Professional, informative, and neutral.
Purpose	To direct calls efficiently without frustrating the customer.

Example Prompt:
"Thank you for calling [Company Name]. If you know your party’s extension, you may dial it at any time. Otherwise, please listen to the following options: Press 1 for customer service, 2 for technical support, or 3 for billing."

Tip for say it better: Speak at a steady pace and avoid rushing through the options. Use a slightly softer tone at the beginning of each option to make the caller feel more comfortable.

3. Informing About Business Hours

Theme	Informing About Business Hours
Scene	Informing callers of the company’s business hours.
How to say it	Clear, reassuring, and empathetic.
Purpose	To set expectations about availability and offer an alternative (like leaving a message).

Example Prompt:
"Thank you for calling [Company Name]. Our office hours are Monday through Friday from 9 AM to 5 PM. If you're calling outside these hours, please leave a message, and we'll get back to you as soon as possible. Have a great day!"

Tip for say it better: Be polite and use a tone that makes the caller feel valued, even if they are calling outside business hours.

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4. Collecting Information

Theme	Collecting Information
Scene	Collecting basic information for service or support.
How to say it	Friendly, concise, and organized.
Purpose	To quickly gather essential information and direct the customer to the right resource.

Example Prompt:
"To assist you better, I’ll need to collect a few details. Please provide your full name and the reason for your call. You can say something like, ‘I need help with my account’ or ‘I’m calling about a product issue’."

Tip for say it better: Use a conversational tone, and give the caller time to speak by pausing slightly between each request.

5. Offering Self-Service Options

Theme	Offering Self-Service Options
Scene	Giving the caller the option to solve problems through an automated system.
How to say it	Helpful, confident, and encouraging.
Purpose	To promote self-service options, saving time for both the caller and the business.

Example Prompt:
"Did you know you can track your order status and manage your account online? To get started, just press 1 to visit our website. Press 2 to hear our FAQ options."

Tip for say it better: Use an upbeat tone, emphasizing how easy and convenient it is for the caller to handle the issue themselves.

6. After-Hours Greeting

Theme	After-Hours Greeting
Scene	The call is received after business hours.
How to say it	Polite, understanding, and informative.
Purpose	To acknowledge the call, inform the caller of your business hours, and offer an alternative to leave a message.

Example Prompt:
"Thank you for calling [Company Name]. Our office is currently closed, but we’re happy to assist you during business hours, Monday to Friday from 9 AM to 5 PM. Please leave a message, and we’ll get back to you as soon as possible."

Tip for say it better: Use a soothing, calm tone to help the caller feel assured that their message will be attended to.

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7. Error or Invalid Input

Theme	Error or Invalid Input
Scene	The caller presses an invalid option or inputs incorrect information.
How to say it	Calm, reassuring, and patient.
Purpose	To help the caller navigate back to the correct options without frustration.

Example Prompt:
"I’m sorry, I didn’t quite catch that. Please press 1 for customer service, 2 for technical support, or 3 for billing."

Tip for say it better: Keep the tone friendly and patient. If necessary, repeat the options clearly, and allow for pauses to let the caller react.

8. Requesting a Callback

Theme	Requesting a Callback
Scene	When the line is busy or the customer prefers to get a call back.
How to say it	Empathetic, polite, and clear.
Purpose	To ensure customers know they can get assistance later, preventing frustration.

Example Prompt:
"We’re currently assisting other customers, but we’d be happy to call you back at a time that’s convenient for you. Please leave your name and phone number, and we’ll reach out as soon as possible."

Tip for say it better: Offer the callback option with a warm, helpful tone, and let the caller feel they are important to the business.

9. Appointment Scheduling

Theme	Appointment Scheduling
Scene	Scheduling an appointment with the company.
How to say it	Clear, organized, and polite.
Purpose	To facilitate the scheduling process by gathering all the necessary details.

Example Prompt:
"To schedule an appointment with one of our representatives, please say your preferred date and time, and I’ll find the best slot for you."

Tip for say it better: Speak slowly and clearly, ensuring the caller has enough time to provide their information.

10. Ending the Call

Theme	Ending the Call
Scene	Ending the call politely after a resolution.
How to say it	Positive, courteous, and friendly.
Purpose	To end the interaction on a positive note, leaving the caller satisfied and informed.

Example Prompt:
"Thank you for calling [Company Name]. We appreciate your time today. If you need further assistance, don’t hesitate to reach out. Have a wonderful day!"

Tip for say it better: Use a warm, friendly tone, and make sure to express genuine appreciation for the caller’s time.

11. Account Verification

Theme	Account Verification
Scene	Verifying a customer's identity before providing account details.
How to say it	Secure, polite, and professional.
Purpose	To ensure security while helping the customer proceed with their query.

Example Prompt:
"To protect your privacy, please provide your account number followed by the last four digits of your phone number. If you don’t have this information, press 0 to speak with a representative."

Tip for say it better: Speak in a calm, reassuring tone to let the caller know their information is safe with you.

12. Payment Processing

Theme	Payment Processing
Scene	Assisting with payment or billing inquiries.
How to say it	Helpful, clear, and direct.
Purpose	To guide the caller directly to the relevant payment options.

Example Prompt:
"To make a payment or inquire about your billing details, press 1. For assistance with a past due balance, press 2. If you have other billing questions, press 3."

Tip for say it better: Use a positive tone and slight emphasis on important payment-related words to give clarity and urgency.

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13. Technical Support

Theme	Technical Support
Scene	Directing the caller to technical assistance or troubleshooting resources.
How to say it	Patient, understanding, and supportive.
Purpose	To quickly direct the caller to the appropriate support channel.

Example Prompt:
"If you're experiencing a technical issue, press 1 to speak with a technician. For troubleshooting guides, press 2 to access our online resources."

Tip for say it better: Ensure the tone is calming and empathetic, acknowledging that the caller may be experiencing frustration.

14. Technical Support

Theme	Technical Support
Scene	Informing the caller about current offers or promotions.
How to say it	Enthusiastic, engaging, and encouraging.
Purpose	To engage the caller with exciting offers and guide them toward additional actions.

Example Prompt:
"Great news! We have a special promotion running this week. To learn more about our current deals, press 1. If you prefer to speak to a representative, press 2."

Tip for say it better: Use a lively, upbeat tone to make the promotion sound exciting and enticing.

15. Requesting Feedback

Theme	Requesting Feedback
Scene	Asking the caller to participate in a survey or provide feedback.
How to say it	Appreciative, polite, and respectful.
Purpose	To collect customer feedback for improvement.

Example Prompt:
"We value your opinion! After this call, you will have the option to take a short survey. Your feedback helps us improve our service. Press 1 to begin the survey, or press 2 to end the call."

Tip for say it better: Make sure the tone is appreciative and non-pushy, emphasizing how the feedback benefits both the customer and the company.

Tips to Make AI Voice Receptionist Prompts Even Better:

Be clear and concise – Avoid long-winded explanations. The goal is to provide helpful information quickly.

Use a friendly tone – Make sure the voice feels welcoming and professional.

Incorporate pauses – This gives callers time to process information and respond.

Offer alternatives – Always let the caller know what options they have if the first choice isn’t ideal.

Personalize when possible – Mention the company name and show empathy to build rapport.

By using the right voice and delivering the information in a clear, friendly manner, an AI voice receptionist can make every interaction feel personalized and efficient.

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Conclusion Choosing the best AI voice receptionist prompt is key to delivering a seamless and professional customer experience. By choosing the right prompt, businesses can improve communication, reduce wait times, and boost customer satisfaction. Investing in a great AI voice prompt is a smart move for any business.