How to Create an Auto Attendant Script? [With 15 Examples]

You must plan key elements such as greetings, business hours and holidays, menu options, and call routing logic. It ensures callers receive accurate information and are directed efficiently, helping your business maintain smooth communication.

The greeting is the first interaction your callers have with your business, so it needs to be clear, warm, and professional. It should include a brief introduction of your company or service and provide clear instructions for the caller on how to proceed.

Your business menu options guide the caller to the right department or individual. Keep the menu options simple, specific, and avoid overwhelming the caller with too many choices. Group similar services or departments logically and use simple language that matches how your callers think about your business. Additionally, limit the menu to 3-5 options for easy navigation.

Clearly inform your callers about business hours and any specific holiday schedules. It ensures that callers are aware of when to expect support or services. Additionally, specify any days the business is closed, such as public holidays or special events.

Define the call routing logic clearly, ensuring calls are directed to the correct department or agents. When designing your call flow, consider factors such as caller input, time of day, and call volume to optimize the path and reduce wait times.

When the call cannot be answered, offer options like voicemail or call redirection during busy periods or staff unavailability. Additionally, failover routing helps ensure you don’t miss calls when lines are busy or systems go down, helping your business maintain professionalism and reliability.

Start with a clear goal, write a friendly greeting script, guide callers using simple keypad instructions, map out routing logic, and write voicemail messages to create the script.

Decide what the auto attendant needs to accomplish, like routing calls, reducing wait times, or managing after-hours queries. Having a clear purpose guides the entire script flow.

Start with a welcoming tone that reflects your brand’s voice. A warm auto attendant greeting script reassures callers and sets a positive tone for the first impression.

Determine the most common reasons customers call, and then map each reason to a corresponding number. Keep instructions simple and list 3–5 key options.

Plan where each key press will direct, such as to specific departments, individuals, or voicemail. Also, make sure that you include fallback paths in case no one is available to answer.

Create short messages for the calls that can’t be answered or come in after hours. These messages should set expectations and offer next steps.

Place test calls to evaluate the caller experience. If any unclear directions or pauses occur, take note and adjust the script or routing to create a smooth and user-friendly phone menu.

Whether you're a small business offering a more personalized experience, a call center handling high volumes, or a medical office guiding patients, here are examples of some good auto attendant scripts.

General business scripts help direct callers efficiently to the right department or service, such as sales, support, and billing. It offers clear options that simplify navigation and enhance the overall customer experience across various industries.
 

Example: Welcome to [Company Name]

• To speak with the next available agent, press 0
• For customer support, press 1
• For sales inquiries, press 2
• For billing questions, press 3
• To hear this menu again, press star (*)

A small business auto attendant message is designed to provide callers with clear, friendly guidance while reflecting the personal touch and values of a smaller company.

Example: Thank you for calling [Company Name]. We appreciate your call and are here to help you. Please choose from the following options to connect with the right person:

• To speak with a representative, press 0
• For more product  or services information, press 1
• For billing or payment inquiries, press 2

A call center auto attendant message is designed to handle high-volume calls while guiding callers to the appropriate department or service. It prioritizes clarity, speed, and professionalism to ensure a smooth customer experience and reduced wait times.
 

Example: Thanks for calling [company name]

• To speak with an agent right away, press 0
• To check the status of an existing ticket or service request, press 1
• To speak with a customer service representative, press 2
• For new inquiries, press 3
• For urgent matters, press 4

A tech support script is designed to assist callers with technical issues by directing them to the right support option. It typically includes troubleshooting guidance, ticket status checks, and access to live agents, helping to reduce wait times and improve user satisfaction.

Example: Thank you for calling the Technical Support Center at [Company Name]. This call may be monitored or recorded for quality and training purposes. Please choose from the following options:

• To talk to a live support agent, press 0
• For help setting up your device, press 1
• For troubleshooting or error messages, press 2
• For help with login, password reset, or account issues, press 3

In medical offices, a well-structured script ensures that calls are answered promptly and routed correctly, whether for appointments, prescriptions, or to speak with medical staff. It helps manage high call volume and maintains a professional and caring tone.

Example: Thank you for calling [Medical Office Name]. We are here to help you anytime.

• To speak with our front desk staff, press 0
• To speak with a nurse or medical assistant, press 1
• To request medical records, press 2
• For prescription refill requests, press 3
• For billing questions, press 4

A real estate auto attendant script helps real estate agencies manage calls from potential buyers or renters efficiently. It provides quick information on listings, open house details, or connects callers directly with a real estate agent.

Example: Thank you for calling [Company Name]. We’re here to help you find your perfect home. Please listen carefully to the following options so we can better assist you:

• To speak with the receptionist, press 0
• To hear about available listings, press 1
• To speak with a real estate agent, press 2
• For open house information, press 3
• For rental inquiries or tenant support, press 4

Law offices can use this script to route clients to consultations, case updates, or legal assistants without overwhelming the front desk.

Example: You’ve reached [Company Name]. Please select from the following options:

• For general information or to speak with the receptionist, press 0
• For new client consultations, press 1
• To check the status of your case, press 2
• To speak with our legal assistant, press 3
• To schedule or reschedule appointments, press 4 

Retail store scripts are used to guide callers about enquiries related to checking product availability, placing orders, or handling returns.

Example: Welcome to [Company Name]. We’re happy to assist you.

• To talk to a team member, press 0
• For store hours and location, press 1
• For product availability, press 2
• For online order support, press 3
• For returns, exchanges, or refunds, press 4

An after-hours voicemail script keeps callers informed when your office is closed. It provides clear guidance, maintains professionalism, and encourages callers to leave detailed messages for prompt follow-up.

Example: Thank you for calling [Company Name]. Our office is currently closed. Our regular business hours are [Days and Hours].

• To leave a voicemail, press 0, then record your name, phone number, and message after the tone.
• If this is an emergency, press 1.

A holiday closure script informs callers that the business is temporarily closed for holidays. It sets clear expectations about office reopening and provides options for urgent needs or leaving messages.

Example: Thank you for calling [Company Name]. Our office is currently closed for the holiday season and will reopen on [Date].

• For urgent matters, press 1.
• To leave a message, press 0.

If your business serves a diverse customer base, a multilingual script enables callers to select their preferred language option. It ensures all callers receive assistance in a language they understand, enhancing accessibility and customer satisfaction.

Example: Thank you for calling [Company Name].

• For English, press 1
• For Spanish, press 2
• For French, press 3
• To hear this menu again, press 0

The remote team script is designed for businesses without a central office. This script connects callers to remote agents or voicemail options.

Example: Welcome to [Company Name]

• To talk to a live representative, press 0
• For scheduling assistance, press 1
• For general inquiries, press 2
• To leave a message, press 3

An appointment booking script streamlines the process of scheduling, rescheduling, or canceling appointments. It guides callers clearly to the appropriate options, saving time for both clients and staff.

Example: Thanks for calling, [Company Name].

• To speak with reception, press 0
• To schedule a new appointment, press 1
• To reschedule or cancel, press 2
• For directions or office hours, press 3

An inbound sales script is designed to efficiently handle incoming calls from potential customers interested in your products or services. It directs inbound calls quickly to the right sales team or information, improving customer experience and increasing conversion rates.

Example: Hi! You’ve reached [Company Name].

• To speak with sales, press 0
• If you're a new customer, press 1
• For current client support, press 2
• For pricing or service details, press 3

The bank or financial service auto attendant script is designed for financial institutions, directing callers to account information, card support, or live agents for urgent needs.

Example: Welcome to [Bank Name]. Please select from the following options:

• To speak with a representative, press 0
• To check your account balance, press 1
• For credit card support, press 2
• To report a stolen or lost card, press 3 

To enhance your business auto attendant script, prioritize keeping your menu concise and using a natural, friendly tone to minimize caller confusion. Regularly update your prompts and include a clear option to speak with a live agent, ensuring that every caller reaches the right destination quickly.

Always use a warm and natural tone in your auto attendant message to make callers feel welcome and at ease. A friendly voice helps create a positive first impression and shows that your business values customer service.

Also, avoid robotic or formal language and speak professionally and naturally. It makes the experience smoother and encourages callers to continue the interaction.

Begin your menu with the options callers select most often. By listing the most common choices first, you help callers reach their destination more quickly and reduce wait times. It helps create a smoother, more efficient experience for both customers and agents.

Make sure callers can easily reach a live representative when needed. Some issues are too complex for automated menus, so providing callers with the option to speak with a live person improves customer satisfaction and prevents frustration. Place this option clearly and accessibly so it’s simple to find, helping your business stay approachable and responsive.

Your script should match your brand’s personality and tone. If your brand is professional, casual, or friendly, use language and style that reflect that across all your communication channels. This consistency helps build trust and gives callers a clear, unified experience.

Continuously review your script to ensure it works effectively for callers. Test the flow yourself and gather feedback from customers and staff to identify confusing or outdated parts. Regular updates keep your phone system clear, efficient, and aligned with your current business needs.

A well-crafted auto attendant script simplifies communication, boosts caller satisfaction, and reflects your business professionalism. By focusing on clear structure, helpful options, and a human touch, you create a positive caller experience from the moment they connect. With customer-friendly and thoughtful auto attendant scripting, businesses can ensure that callers receive the right help whenever they need it.