Intelligent Business Communications Tips & Scripts 

Holiday Edition

TELELINK’s business communication tips help take the stress out of getting away for the holidays or unplugging for a few days. Our tips and scripts help business leaders effectively plan and communicate with their clients during the holidays. Contact us if you need a system user guide or support to implement these best practices.

 

TIPS

 1.     Plan Ahead.

  • Send emails to customers a few days in advance to notify them of any changes in your availability, hours of operation or early closures. Invite them to contact you now to schedule appointments or receive routine support.
  • Send employees a reminder of how to update their voicemail greeting and how to access messages remotely.
  • Write and schedule your out of office autoresponse email notice a few days ahead of the holiday or scheduled vacation.
  • Record a new greeting on your personal voicemail with any changes to your availability. Make necessary updates to the main greeting and any departmental messages.
  • Post any changes to operating hours on your website and social media channels and use this touch point to share your best wishes for the holiday with your customers.

2.     Be Specific.

  • Preparing your messages across platforms in advance makes it easier to think about and include the most important details.
  • Be sure to include specific information about changes in availability and who to contact in your absence or in an emergency.
  • Make a checklist for your organization of the key information to be included each time a message or greeting update is made.

3.     Set Expectations.

  • It’s important to follow-through, so make commitments about availability and response times that are realistic and achievable.


VOICEMAIL SCRIPTS

Traditional Basic Away Message

Hi, this is [your name] of [your company]. I’m currently unavailable to take your call. Please leave your name, phone number, and a brief message, and I will contact you as soon as possible. Thank you for calling and happy holidays!

Vacation Message with Operator Transfer

Hello, you have reached the office of [your name]. I will be away starting on [date] and will be returning on [date]. You can call me when I return or leave a brief message after the tone. If this is an emergency, please press [key] to be transferred to the operator for immediate assistance.

Vacation Message with Colleague Back up Transfer

Hello, you have reached the office of [your name]. I will be away starting on [date] and will be returning on [date]. You can call me when I return or leave a brief message after the tone. If you require assistance please press [keypad] to be transferred to [name or back up colleague] who is covering while I’m away.

Traditional After Hours Company Message

Thank you for calling [your company]. We are currently closed. Our normal hours of operation are from [hours] [days]. We are closed on [days]. Please leave us a message with your name and phone number and we will return your call when the office reopens. You may hang up after leaving your message or press the [key] for additional options. Thank you for calling [your company].

Holiday Closure Company Message

Thank you for calling [your company]. We are currently closed in observance of [holiday]. The office will re-open on [date]. Please leave us a message with your name and phone number and we will return your call. You may hang up after leaving your message or press the [key] for additional options. Thank you for calling [your company].