Voicemail Scripts Every Veterinary Clinic Needs
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Introduction

What does your clinic’s voicemail say when no one picks up, and when was the last time you checked?

Most vet clinics don’t plan their voicemail strategy, they inherit it.

A generic message, recorded long ago and forgotten, plays every time your front desk can’t answer. And while it may seem harmless, that message could be costing you more than you think.

Because for the caller, that message isn’t background noise. It’s your first impression when it matters most.

It might be a new client trying to book their first appointment. Or a worried pet parent calling after hours. In those moments, your voicemail isn’t just informational, it’s emotional. It either reassures or redirects them elsewhere.

Done well, a voicemail message can calm nerves, reduce callbacks, and keep your day moving without the chaos. Done poorly, it becomes one more friction point in an already packed schedule.

This blog gives you over 50 plug-and-play voicemail scripts built just for veterinary clinics. We’ve also included a step-by-step guide to setting them up in Emitrr, so you can manage greetings with just a few clicks.

If your voicemail still says, “We’re unavailable right now, please leave a message,” you’re overdue for an upgrade. And this blog can be your starting point.

Ready-to-Use Voicemail Templates for Veterinary Clinics

Your voicemail should do more than ask callers to leave a message. It should offer clear direction, set expectations, and reflect the level of care your clinic is known for. Below are voicemail greeting templates designed for the real situations vet teams handle every day.

General/Standard Greeting

This is your default voicemail during regular business hours. It covers the basics: who you are, when you’re open, and what the caller should do next if no one can answer immediately. The goal is to make clients feel heard even when they aren’t speaking to a live person.

Template 1

“Hi, you’ve reached [Clinic Name]. We’re currently helping other clients or away from the phone. Our regular hours are [insert hours]. Please leave your name, number, and your pet’s name, and we’ll return your call shortly. For faster service, visit us at [clinic website] or text us at this number. Thank you for calling. We look forward to helping you.”

Template 2

 “Hello! Thanks for calling [Clinic Name]. We’re here, just helping another pet parent right now. Leave us a message with your name, number, and how we can help, and we’ll get back to you shortly. If it’s something simple, feel free to text us too!”

After-Hours Greeting

This message takes over when your clinic is closed for the day, evenings, weekends, and holidays. It’s one of the most important messages you’ll set, because it often plays for clients who are worried, stressed, or unsure whether to wait or take action.

A good after-hours greeting should do three things:

  • Reassure the caller that you received their message
  • Let them know when you’ll be back
  • Clearly explain what to do if their pet needs urgent care before then

This message can prevent unnecessary ER visits while still making clients feel supported.

Template 3

 “Hi, you’ve reached [Clinic Name]. We’re currently closed. Our regular hours are [insert hours]. If your pet is experiencing an emergency, please contact [Emergency Clinic] at [phone number]. For all other messages, leave your name, number, and pet’s info, and we’ll get back to you on the next business day. Thank you, we appreciate your patience.”

Template 4

 “Thanks for calling [Clinic Name]. We’re closed right now, but we haven’t forgotten you. If this is an emergency, please reach out to [Emergency Clinic] at [phone number]. Otherwise, leave us a message and we’ll be back in touch during business hours.”

High Call Volume/Busy Line

This message is triggered when your clinic’s phone line is tied up, either because all staff are already on calls or your phone system hits its ring limit. These situations often happen during peak hours, especially on Mondays, post-holiday weeks, or during local pet health outbreaks.

Clients calling during these times may already feel stressed. Without the right message, they’re likely to hang up, call repeatedly, or leave frustrated. A good voicemail here buys your team time while keeping the caller calm and confident that their message will be heard.

It should:

  • Acknowledge the delay
  • Reassure the caller that their message will be seen
  • Offer alternate ways to get help (text, online scheduling, etc.)

Template 5

 “Hi, and thank you for calling [Clinic Name]. We’re currently experiencing a high volume of calls and may not be able to answer right away. Please leave your name, number, and a brief message, and we’ll return your call as soon as we can. You can also text us at this number or visit [website] to request an appointment or refill a prescription. We appreciate your patience.”

Template 6

 “Hi there, you’ve reached [Clinic Name]. We’re currently helping other clients and may not be able to answer right away. We know your time is valuable. If you leave a message with your details, we promise to call you back as soon as possible. For quicker help, try texting us or visiting [clinic website]. Thanks so much for bearing with us!”

Assisting Other Clients

Use this message during normal hours when your team is physically present but tied up, helping someone at the front desk, on another line, or in the exam room. It’s not about being closed or overwhelmed, just momentarily unavailable. It reminds the caller you’re here and engaged, just not at the phone, and invites them to leave a message without wondering if the clinic is empty.

Template 7

“Hello, you’ve reached [Clinic Name]. We’re currently assisting other clients and can’t take your call right now. Please leave your name, number, and the reason for your call, and we’ll get back to you as soon as possible. Thank you for your patience!”

Template 8

“Thank you for calling [Clinic Name]. All of our team members are helping clients at the moment. Please leave a detailed message after the tone, and we’ll return your call promptly.”

Holiday Closure

Use this message ahead of any planned holiday closure, Thanksgiving, Christmas, long weekends, or staff-wide breaks. It helps prevent frustration by giving clients a heads-up, setting expectations around response times, and providing emergency care information if needed.

Holidays can be stressful for pet parents, too, especially if their pet has a health concern and your clinic is unexpectedly closed. A clear, timely message avoids confusion, missed calls, and emergency room overloads.

Template 9

“You’ve reached [Clinic Name]. Our office is closed for [Holiday Name] and will reopen on [Date]. For emergencies, please call [Emergency Number]. For all other inquiries, feel free to leave a message, and we’ll get back to you once we return. Happy holidays!”

Template 10

“Thanks for calling [Clinic Name]. We’re taking a short break for the holiday and will reopen on [date]. If this is an emergency, please reach out to [Emergency Clinic] at [phone number]. Otherwise, leave us a message and we’ll be back in touch after the holiday.”

Unexpected or Emergency Closure

This voicemail is for unplanned events, weather disruptions, power outages, facility issues, or anything else that forces a sudden closure. Unlike holiday messages, this one needs to communicate urgency, uncertainty, and a clear path forward for clients seeking care.

Clients calling during an unexpected closure are likely unaware that anything is wrong. A vague or outdated message can create panic or confusion. This script helps you stay transparent, calm, and service-oriented, even when your doors are temporarily shut.

Template 11

“You’ve reached [Clinic Name]. Due to [reason, e.g., severe weather], we’re temporarily closed. If your pet needs urgent care, please contact [Emergency Clinic Name] at [phone number]. Leave your details, and we’ll reach out when we’re back in the office.”

Template 12

“Hi, this is [Clinic Name]. We’re currently closed due to [brief reason e.g., weather conditions, maintenance]. We expect to reopen on [estimated date or time]. If your pet needs immediate help, please contact [Emergency Clinic] at [phone number]. Leave a message here for all other concerns, we’ll get back to you as soon as we’re back.”

Special or Seasonal Hours

Use this message during temporary changes to your regular schedule, like extended hours for vaccine clinics, shorter summer Fridays, or special weekend availability. It helps set clear expectations and prevents surprise drop-ins or missed calls.

Even loyal clients can assume you’re open or closed based on habit. This voicemail ensures your real-time schedule is always clear, which reduces unnecessary confusion or frustration, especially during seasonal rushes.

Template 13

“Thank you for calling [Clinic Name]. Our hours have changed for the [season/event]. We’re now open [new hours]. Please leave a message, and we’ll get back to you during business hours.”

Template 14

“Hello from [Clinic Name]! Our hours are a little different right now, we’re open [insert special hours]. If you’re calling outside those times, leave us a message and we’ll get back to you soon. You can always check our website or text us for the latest updates. Thanks!”

Phone Tree/Multiple Departments

If your clinic has multiple departments like surgery, pharmacy, billing, or grooming, a voicemail menu (phone tree) helps direct callers to the right place without bouncing between team members. A clear menu reduces wait times, improves first-call resolution, and saves your team from constantly transferring calls. It also gives your clients confidence that they’re reaching someone who can actually help.

You can use this as your main greeting or pair it with department-specific voicemails once the caller makes a selection.

Template 15

“Hello, and thank you for calling [Clinic Name]. For prescription refills, press 2. For billing, press 3. For all other inquiries, press 4 or stay on the line to leave a message.”

Template 16

“Hi there, you’ve reached [Clinic Name]. To better assist you, please choose from the following options: 1 for appointments, 2 for medical questions, 3 for billing, or 0 to leave a message.”

Bilingual or Multilingual Greeting

If your clinic serves clients who speak more than one language, a multilingual voicemail helps everyone feel welcome and informed, especially during moments of stress. These greetings ensure your message is accessible and that callers know their language needs are accounted for.

Language accessibility builds trust. It also prevents misunderstandings, missed appointments, or confusion around emergency instructions. A simple bilingual greeting can go a long way in serving your full community.

You can either:

  • Record separate greetings for each language and let the caller choose
  • Or create a single message that includes a quick language redirect up front

Template 17

“Hello, thank you for calling [Clinic Name]. To hear this message in Spanish, press 1. Para escuchar este mensaje en español, presione 1. If you’d prefer to continue in English, please stay on the line or leave us a message after the tone.”

Template 18

“Hi, you’ve reached [Clinic Name]. We’re currently unable to take your call. Please leave your name, number, and your pet’s information, and we’ll get back to you soon. Hola, ha llamado a [Clinic Name]. En este momento no podemos atender su llamada. Por favor deje su nombre, número de teléfono y el nombre de su mascota, y le devolveremos la llamada lo antes posible.”

New Patient/Client Inquiries

This voicemail is for first-time callers who are trying to become clients. These might be pet parents looking for a new vet, referrals from existing clients, or people who found your clinic online. You can use this as a standalone voicemail box or integrate it into your main greeting or phone tree.

New clients often call with high intent. A vague or overly generic message may cause them to give up and try another clinic. A clear, welcoming message helps you make a strong first impression and filters out non-urgent inquiries if your clinic is at capacity.

If you’re accepting new clients, this message should explain how to register and what happens next. If you’re not, it should set expectations kindly and offer a path forward (e.g., waitlist, referral).

Template 19

“Thank you for your interest in [Clinic Name]. If you’re a new client, please leave your name, pet’s name, and contact number. Our team will reach out to help you get started.”

Template 20

“Welcome to [Clinic Name]! We’re excited to meet you and your pet. Leave your details, and we’ll call you soon to set up your first appointment.”

Template 21

“Hello, and thank you for your interest in [Clinic Name]. At the moment, we have limited availability for new clients. If you’d like to be added to our waitlist or need a referral, please leave your name, number, and pet’s info, and we’ll reach out with options. For urgent care, we recommend contacting [Alternate Clinic] at [phone number].”

Template 22

“Hi, and welcome to [Clinic Name]! If you’re a new client looking to register, we’re so glad you found us. Please leave your details and the reason for your call. Our team will reach out to walk you through next steps, answer questions, and schedule your first visit. You can also visit [clinic website] to get started right away.”

Appointment Reminders

These messages are used for outbound calls, not when someone calls your clinic, but when your team is reminding a client about an upcoming appointment. Whether you’re calling manually or using an automated system like Emitrr, these voicemails help confirm visits, reduce no-shows, and improve scheduling efficiency.

Pet parents get busy. A clear, timely reminder gives them a chance to confirm, cancel, or reschedule without tying up your front desk. It also shows that your clinic is organized, proactive, and values its time.

These voicemails should include the appointment time, who it’s with (if relevant), and any prep details (e.g., fasting, bringing records, etc.).

Template 23

“Hello, this is a reminder from [Clinic Name] about your pet’s appointment on [Date] at [Time]. If you need to reschedule, please call us back. We look forward to seeing you!”

Template 24

“Hi, this is a reminder from [Clinic Name] about [Pet’s Name]’s upcoming appointment on [day] at [time]. If you have any questions or need to make changes, just give us a call back at this number or text us. Thanks, and see you soon!”

Appointment Confirmation

Appointment confirmations are typically used after a client has booked, either as a same-day callback, a follow-up to an online request, or an automated message triggered by your scheduling system. This message confirms that the appointment is locked in and gives the client peace of mind.

Booking anxiety is real. Pet parents often wonder if their appointment went through, especially when scheduling online or during high-volume times. A short, clear confirmation message reduces inbound calls and reinforces that your clinic is on top of things.

This voicemail should include the date and time, who the appointment is with (if relevant), and any special instructions.

Template 25

“Hi, this is [Clinic Name]. We’re calling to confirm your appointment for [Pet’s Name] on [Date] at [Time]. Please call us if you have any questions or need to reschedule.”

Template 26

“Your appointment at [Clinic Name] is confirmed for [Date] at [Time]. If you need to make changes, please leave a message, and we’ll assist you.”

Template 27

“Hello! Just calling from [Clinic Name] to let you know that [Pet’s Name] is all set for their appointment on [day] at [time]. If you have any questions or need to reschedule, feel free to text or call us. We’re looking forward to seeing you!”

Missed Appointment Follow-Up

Use this message after a client misses a scheduled appointment without prior notice. Whether you’re calling later the same day or following up the next morning, this voicemail helps reopen communication and encourages rescheduling without blame.

Template 28

“Hello, this is [Clinic Name]. We noticed you missed your appointment on [Date]. Please call us to reschedule at your convenience.”

Template 29

“Hi, this is [Clinic Name]. We noticed [Pet’s Name] missed their appointment today and just wanted to check in. If you’d like to reschedule or if anything came up, feel free to call or text us anytime. We’re happy to find a new time that works for you.”

Post-Visit/Procedure Instructions

This message is for after the appointment, typically following a surgery, dental procedure, sedation, or any visit that involved medication or at-home care. Use it when a client missed in-clinic instructions, needs a recap, or when your team prefers to follow up via voicemail to reinforce next steps.

These voicemails should be specific, calm, and include what the client should do next, plus when (and if) they should follow up.

Template 30

“Thank you for visiting [Practice Name]. If you have questions about your pet’s recent procedure, leave your name and number, and our team will call you back.”

Template 31

“Hello, this is [Clinic Name], we hope [Pet’s Name] is recovering well. For any concerns or info, please leave a message, and we’ll respond as soon as possible.”

Wellness Plan or Vaccination Reminders

Use these messages for outbound calls when a pet is due (or overdue) for vaccines, annual exams, bloodwork, or preventive treatments. They’re ideal for practices that want to stay proactive, reduce gaps in care, and maintain strong client relationships over time.

Preventive care is one of the biggest drivers of long-term health, and one of the easiest things for busy pet owners to forget. A friendly, timely reminder encourages action without pressure. It also positions your clinic as attentive and committed to keeping pets healthy year-round.

These voicemails should be concise, encouraging, and offer clear next steps to schedule.

Template 32

“Hi, this is from [Clinic Name]. We’re reaching out because [Pet’s Name] is due for their annual [wellness visit/vaccines]. These checkups help us catch issues early and keep [him/her] healthy year-round. Give us a call or text to book a time that works for you, we’d love to see you both soon!”

Template 33

“This is [Clinic Name] reminding you that [Pet’s Name] is due for a wellness check or vaccination. Please call us to schedule an appointment.”

Template 34

“Friendly reminder from [Clinic Name]: It’s time for your pet’s next wellness visit. Leave a message, and we’ll help you book a convenient time.”

Health Alerts or Community Advisories

This message is for times when there’s a known risk affecting pets in your area, such as a kennel cough outbreak, parvovirus spike, heatstroke warnings, or local tick surges. It can be used as part of your main greeting, a dedicated outbound voicemail, or a temporary overlay on your regular message.

Pet parents trust their vet clinic to keep them informed, not just reactive. A short voicemail advisory during known risks reinforces that trust, helps clients stay alert, and shows your clinic is proactive about community-wide health.

These messages should sound calm and informative, not alarming. Be brief, share only verified info, and always give a clear action step.

Template 35

“Hi, this is [Clinic Name] with a quick health update. There is a current [health alert/outbreak] in our area. For information or to schedule a check-up, please leave your details.”

Template 36

“Hello from [Clinic Name]. Due to a recent [community advisory], we recommend scheduling a visit for your pet. Leave your name and number, and we’ll provide more information.”

Planned Closures for Maintenance or Staff Training

Use this message when your clinic will be closed during regular hours for non-holiday reasons, such as team training, deep cleaning, software upgrades, or staff-wide meetings. It’s often overlooked, but incredibly useful for avoiding confusion or frustration among regular callers.

Clients expect you to be open during business hours. A closure, even a brief one, without an explanation, can lead to negative impressions or lost appointments. This message shows transparency, professionalism, and keeps clients informed of when you’ll be available again.

Include:

  • Why you’re closed
  • When you’ll reopen
  • What to do in the meantime (especially for emergencies)

Template 37

“Hi, you’ve reached [Clinic Name]. Our office is closed today for [maintenance/staff training]. We’ll reopen on [date/time]. If your pet needs urgent care during this time, please contact [Emergency Clinic] at [phone number]. For all other inquiries, leave a message and we’ll return your call once we’re back.”

Template 38

“Hello, this is [Clinic Name]. We’re closed for [maintenance/staff training] on [Date]. Please leave your information, and we’ll return your call as soon as possible.”

Temporary Out-of-Office

Use this message when a specific doctor or team member is away, whether it’s for vacation, medical leave, parental leave, or continuing education. It’s especially helpful if your clinic has regulars who always ask for “their” vet.

Clients often build strong relationships with a particular veterinarian. If that doctor is suddenly unavailable, it can lead to confusion, frustration, or even appointment cancellations. A short message acknowledging the absence and offering a plan maintains continuity of care and keeps clients reassured.

This can be part of a provider-specific extension or a general message routed through your phone tree.

Template 39

“Hi, you’ve reached the voicemail for Dr. [Last Name] at [Clinic Name]. Dr. [Last Name] is currently out of the office and expected to return on [date]. If your pet needs care before then, any of our other veterinarians would be happy to help. Please leave a message, and our team will assist you.”

Template 40

“Hello, this is [Clinic Name]. Dr. [Last Name] is currently away on leave and will be back on [date]. If your pet requires attention before then, don’t worry, our team is here to help and ensure continuity of care. Leave us a message and we’ll make sure your pet gets what they need.”

Template 41

“Thank you for calling [Clinic Name]. Dr. [Name] is currently unavailable. Leave your details, and we’ll ensure your inquiry is handled promptly.”

Promotional or New Service Announcements

Use this message when you want to let clients know about something new at your clinic, whether it’s a service (like laser therapy or dental cleanings), a seasonal promo, or a new tool like online scheduling or a mobile app. It can be added to your general voicemail, inserted as a separate option in your phone tree, or used for outbound messages to loyal clients.

Voicemail doesn’t just have to be reactive, it can work as a subtle, high-trust channel for updates and engagement. Promoting something through voicemail keeps clients in the loop without overwhelming them with emails or texts. Just make sure the tone stays helpful, not pushy.

Template 42

“Hi, you’ve reached [Clinic Name]. We now offer [new service/promotion]. Leave a message if you’d like more details, and we’ll contact you soon.”

Template 43

“Thanks for calling [Clinic Name]. This month, we’re offering [discount or offer]. Appointments fill up fast, so if you’re interested, let us know in your message and we’ll prioritize your call. Now go ahead and leave your details, we’ll be in touch soon!”

Billing or Payment Inquiries

Use this voicemail for a dedicated billing extension or phone tree option. It’s ideal for clinics with a separate person or team handling payments, invoices, or account-related questions. It helps filter financial calls away from clinical staff and speeds up resolution for the client.

When clients have billing questions, they want clarity, fast. If their call ends up with a vet tech or receptionist who can’t help, it leads to frustration on both ends. This voicemail directs them properly and sets expectations on when and how their question will be answered.

Template 44

“You’ve reached the billing department at [Clinic Name]. If you have questions about an invoice, payment, please leave your name, number, and a brief description of your inquiry. Our billing team will return your call.”

Template 45

“Hi, this is the billing line at [Clinic Name]. If you’re calling with a question about your bill or would like to make a payment, please leave your name, your pet’s name, and the best number to reach you. We also offer online payment at [clinic website]. A team member will follow up within X hours.”

Pet Birthday or Adoption Anniversary

Use this for outbound voicemails that celebrate a pet’s birthday or adoption anniversary. These can be automated through your CRM or sent manually to long-time clients. The goal isn’t just to say “happy birthday”, it’s to keep your clinic top of mind in a meaningful, personal way.

Clients remember small gestures. A thoughtful message like this builds loyalty, increases word-of-mouth referrals, and often prompts an appointment, even if it wasn’t the intent. It’s low-effort, high-impact relationship marketing.

Template 45

“Hi [Client’s Name], this is [Your Name] from [Clinic Name]. We just wanted to wish [Pet’s Name] a happy birthday! We hope [he/she] is getting lots of treats and snuggles today. If it’s time for a check-up or wellness visit, feel free to give us a call; we’d love to see you both soon!”

Template 46

“Hello from [Clinic Name]. We noticed it’s the anniversary of when [Pet’s Name] joined your family! We hope it’s a special day. If you’re thinking about booking a wellness exam, this is a great time to do it. Just call or text us anytime. Happy gotcha day!”

Insurance or Financing Information

Use this message for a dedicated insurance or financing line, especially if your clinic gets frequent questions about how to submit pet insurance claims or explore payment options. It’s a great fit for clinics offering third-party financing or trying to reduce confusion about what’s covered.

Money conversations can be stressful for clients. A voicemail that explains how to navigate payments, claims, or financing shows you’re organized, transparent, and ready to help without overwhelming the front desk or clinical team.

This message can help triage non-clinical calls while still sounding supportive and helpful.

Template 47

“You’ve reached the insurance and payment information line at [Clinic Name]. If you’re calling about how to submit a pet insurance claim, please visit [clinic website or email] for forms and instructions. To speak with our team, leave your name, your pet’s name, and a callback number. We’ll respond within [X] business day.”

Template 48

“Hi, this is the financing info line for [Clinic Name]. We accept [Names of the payment method] payment options. If you have questions about setting that up, or need help reviewing your options, leave a message with your name and number, and someone from our team will follow up shortly.”

Emergency Redirection

Use this message anytime your clinic is closed or unavailable for emergency cases, whether it’s after-hours, during a closure, or on high-surgery days when immediate care isn’t possible. This can be part of your main greeting, after-hours message, or a dedicated option on your phone tree.

In emergencies, every second counts. A voicemail that clearly says, “Don’t wait, here’s what to do,” can save a pet’s life. It also reduces liability for your clinic and shows clients that even when you’re unavailable, you’re still guiding them to the right help.

Template 49

“Thanks for calling [Clinic Name]. If this is an emergency, please hang up and call [Emergency Clinic/Number] immediately. For non-urgent matters, leave a message, and we’ll return your call.”

Template 50

“Thanks for calling [Clinic Name]. If you’re experiencing a true emergency and we’re unable to answer right away, please call [Emergency Hospital Name] at [phone number] or go directly to their location at [address]. For all other concerns, please leave a message and we’ll return your call shortly.”

Triage Guidance for Non-Emergency Urgencies

Use this voicemail to help clients determine whether their pet’s condition requires immediate emergency care or if it can wait until the next available appointment. It’s especially useful after hours, during high-volume days, or when your clinic receives frequent “Is this an emergency?” calls.

Many pet parents panic over symptoms that aren’t urgent, while others downplay things that are. A clear voicemail offering basic triage guidance can reduce unnecessary ER visits, manage expectations, and keep your phone lines from being overwhelmed by follow-up questions.

Template 51

“Hi, you’ve reached [Clinic Name]. If your pet’s situation is urgent but not life-threatening, please leave a detailed message describing the issue. We’ll prioritize your call and respond quickly.”

Template 52

“Thanks for calling [Clinic Name]. If your pet is experiencing [condition detail] you can monitor at home and call us when we reopen. If the situation worsens or you feel uncomfortable waiting, contact [Emergency Clinic] at [phone number]. Your pet’s safety is always our priority.”

Template 53

“Thanks for calling [Clinic Name]. For urgent but non-emergency concerns, leave your pet’s symptoms and your contact information. Our team will review your message and call you as soon as possible.”

Surgery or Sedation Days

Use this message during procedure-heavy days, especially when your team is focused on surgeries, dental cleanings, or sedation appointments and may not be answering phones as frequently. It’s common on Tuesdays, Thursdays, or any designated “procedure day.”

During surgeries or sedated patient care, your team is rightfully focused, but clients may not know why their call hasn’t been answered or returned promptly. A voicemail like this sets expectations, reassures the caller that you’re still present and working, and invites them to leave a message or text.

It can also prevent non-urgent calls from stacking up during time-sensitive treatments.

Template 54

“Hi, you’ve reached [Clinic Name]. Today is a surgery and sedation day at the clinic, so our phone response may be delayed. Please leave your message, and we’ll return your call as soon as we’re able.”

Template 55

“Hello, and thank you for calling [Clinic Name]. We’re currently in surgery and may be slower to answer the phone. If this is a non-emergency, please leave a message or text us, and we’ll follow up as soon as we’re available. For emergencies, call [Emergency Clinic Name] at [phone number]. Thanks for your patience!”

Benefits of Using a Voicemail Greeting Script

A good voicemail message does more than fill the silence. It shapes how clients experience your clinic when they can’t reach a human, and that matters more than ever in busy, high-stakes environments like veterinary care.

Here’s how a voicemail message script makes a difference for both your team and your clients:

Shorter Hold Times

In a busy clinic, it’s not always possible to pick up every call live. But silence or a stale, generic voicemail can leave clients wondering what to do next. When your voicemail instantly acknowledges the caller, explains why there’s a delay, and tells them exactly what to do, it eases anxiety and prevents repeat calls or drop-offs. Especially during high-volume hours, this one upgrade keeps your phone system from becoming a bottleneck.

Smarter Call Routing

Templates designed for phone trees or department-specific voicemails help callers reach the right person the first time. Instead of interrupting your front desk with billing questions or prescription refill requests, messages guide people to the right extension or alternative contact method (like text or online forms). That’s not just helpful for the client, it’s a time-saver for your team.

Stronger Client Loyalty

Voicemail can play a surprising role in client retention. Whether it’s a wellness reminder, a birthday message, or a post-visit check-in, voicemail templates allow your team to stay connected in a consistent, low-effort way. These personal touches reinforce the relationship between the clinic and client, even when no one answers the phone.

Higher Appointment Retention

Missed appointments and no-shows hurt your schedule and bottom line. But a well-timed voicemail, reminding someone of an upcoming visit or following up after a missed one, can improve show rates and reduce rescheduling friction. When the script is ready to go, your team can act fast, without starting from scratch each time.

Better Emergency Handling

When a client calls in distress, the voicemail they hear could be the most important message you ever send. Templates for emergency redirection or after-hours triage make sure the guidance is accurate, consistent, and easy to follow, especially when emotions are high. It’s a safeguard that helps protect both pets and your clinic’s reputation.

Support for Multilingual Clients

Language shouldn’t be a barrier to care. Voicemail greetings offered in multiple languages show non-English-speaking clients that your clinic values inclusivity and accessibility. This is especially powerful in diverse communities where veterinary guidance may otherwise feel out of reach.

Less Front-Desk Pressure

When voicemails are doing their job, answering common questions, setting clear next steps, and gently deflecting low-priority requests, your front desk team can focus on in-clinic care. This not only improves workflow, but it also reduces burnout and improves client satisfaction across the board.

Recommended to watch this video before going ahead:

Tips to Make Your Voicemail Greetings Actually Work (And How Emitrr Helps)

It’s one thing to have a voicemail. It’s another to have one that works, one that actively helps your clinic stay responsive, professional, and calm under pressure. Below are six practical, clinic-tested strategies to make your voicemail a real asset:

Rotate Greetings Based on Time, Season, or Events

Static voicemail messages quickly go out of date. Holiday hours change. Seasonal services kick in. Emergencies pop up. If your voicemail still mentions “our summer hours” in December, it signals disorganization.

How Emitrr Helps:

Emitrr lets you schedule and swap voicemail greetings based on date, time, or location, so you can instantly update messages for closures, vaccine clinics, or weather alerts, without calling IT or waiting for support.

Use Text-to-Voice for Instant Updates

When the unexpected hits, like a power outage or staff calling out, you may not have time to record a polished message. But silence or irrelevant instructions only make things worse.

How Emitrr Helps:

With Emitrr’s built-in text-to-audio tool, you can type out a message and have it instantly turned into a natural-sounding voicemail. It’s fast, professional, and perfect for real-time updates.

Set Up Department-Specific Greetings

A one-size-fits-all voicemail doesn’t cut it anymore. Someone calling about a bill shouldn’t have to sit through surgery prep details, and vice versa.

How Emitrr Helps:

Emitrr’s smart phone tree setup allows you to assign different greetings to different extensions or departments. Clients get the information they need faster, and your team handles fewer misdirected calls.

Include a Clear Call to Action in Every Message

Don’t leave your callers wondering what to do next. Your script for voicemail should tell them exactly how to proceed: leave a message, send a text, or visit your website.

How Emitrr Helps:

Emitrr supports multi-channel engagement, including direct text follow-ups triggered from voicemail. You can even drop a link to schedule an appointment or access patient forms automatically after the call.

Monitor and Refresh Greetings Regularly

Voicemails tend to get set up once and then forgotten. But outdated or inaccurate messages damage trust and confuse callers.

How Emitrr Helps:

Emitrr centralizes all your greetings in one dashboard. You can review, edit, and replace scripts across multiple locations with just a few clicks, no phone line juggling required.

Record Once, Use Everywhere

If you’ve perfected a great greeting for post-op instructions or missed appointment follow-ups, there’s no need to recreate it from scratch for each location or phone line.

How Emitrr Helps:

With Emitrr, you can upload a single pre-recorded message and apply it across as many departments or clinic locations as you want. It’s consistency without the extra work.


How to Set Up Voicemail in Emitrr For Vet Practices?

Emitrr is a communication platform built specifically for local businesses, and veterinary clinics are one of its core users. From texting and two-way messaging to voicemail automation, it’s designed to help your team stay responsive without getting overwhelmed.

Unlike traditional phone systems or general business tools, Emitrr gives vet clinics full control over voicemail greetings, call flows, and client communication, all from one simple dashboard. No IT support needed. No complicated menus. Just a faster, easier way to communicate with your clients when you can’t get to the phone.

Now, let’s walk through how to set up your voicemail in Emitrr.

Step 1. Go to Settings in the Dashboard

Log in to your Emitrr account and head over to the Settings tab from the main dashboard. This is your control center for customizing voicemail, automations, and call handling.

Step 2. Choose ‘Business Settings’ → ‘Greeting and Bot Settings.’

Under the Settings menu, select Business Settings. From there, click on Greeting and Bot Settings. This is where you will find options to manage automated greetings, bots, and voicemail.

Step 3. Select the Correct Location

If your company operates from multiple locations or serves various regions, select the appropriate location where you would like to set the voicemail. This makes sure the greeting is relevant to the caller’s region and your operations.

Step 4. Scroll Down to Voicemail Settings

Keep scrolling until you see the Voicemail Settings section. This is where you will be able to customize the message callers hear when they reach your voicemail.

3 Easy Ways to Set Your Voicemail in Emitrr

Emitrr gives you three flexible options for uploading or creating your voicemail recording script, so you can choose what works best for your team’s time and tone:

  • Text-to-Audio (Type and Convert): Enter your script, and Emitrr will automatically convert the text into a professional-sounding voicemail using text-to-speech technology. This is ideal if you want to quickly update voicemail scripts.
  • Record Your Message: Click on the record button and speak your message directly using your device’s microphone. This option feels more personal, which can be helpful for patient-facing messages.
  • Upload a Pre-Recorded File: If you have already recorded your voicemail greeting elsewhere, simply upload the audio file (MP3 or WAV). This gives you full control over tone, quality, and clarity.

Once you have saved your settings, your voicemail is active and ready to receive messages!

Watch this tutorial to understand it in action:

FAQs

Why do veterinary clinics need multiple voicemail greetings?

Not all calls happen during regular hours, and not all situations are the same. A pet parent calling at 2 PM for a refill needs different information than one calling after hours during an emergency. Multiple voicemail templates ensure your team responds clearly and professionally in every scenario, even when no one can pick up.

How often should we update our voicemail greetings?

Any time your schedule, services, or operations change, including holidays, new service launches, staff leave, vaccine clinics, or local pet health outbreaks. With Emitrr, you can update messages in minutes and even automate seasonal rotations, ensuring clients always get accurate, up-to-date information.

What’s the benefit of using templates instead of recording from scratch every time?

Templates save time, reduce errors, and keep your messaging consistent. Instead of scrambling to rewrite and re-record during a rush, your team can pick a ready-made script, tweak it, and get it live,  all in a few clicks. Templates also make onboarding new staff easier.

Can voicemail templates really improve the client experience?

Absolutely. A well-written message sets expectations, eases anxiety, and prevents unnecessary callbacks. When clients hear a thoughtful, informative message,  especially in urgent situations, it builds trust, reduces call abandonment, and shows your clinic is organized and caring.

How does Emitrr make voicemail greeting management easier?

Emitrr gives vet clinics complete control: upload, record, or generate greetings instantly. Assign them by department, location, or schedule, no IT help or waiting for your phone provider. Automation and easy updates mean your messaging is always current and professional.

Conclusion

Thus, it’s clear, voicemail isn’t just a backup. It’s a critical part of your client experience, especially when your team can’t answer live.

But just recording a one-size-fits-all message isn’t enough.

What your clinic needs is a voicemail system that reflects how you actually operate, one that can flex with your schedule, speak your clients’ language, and give clear direction when it matters most.

That’s where Emitrr makes the difference. With location-based routing, instant text-to-voice updates, multilingual support, and department-specific greetings, Emitrr helps you stay responsive without adding to your team’s workload.

If your voicemail still says the same thing it did last year, now’s the time to change that. Book a free demo with Emitrr and start making every missed call count.

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