Voicemail greetings · HVAC
Voicemail greetings for HVAC companies
An HVAC voicemail greeting is the message callers hear when techs are in attics and crawlspaces. In a freeze or a 100-degree day, the greeting has to flag no-heat and no-cooling first and ask who is in the house. A noisy blower can wait. A house at 48 degrees cannot. Change the tune-up line when the season changes.
Author page: Will Caraway. First published .
Replace anything in [brackets], read the greeting out loud once, and keep it under 30 seconds.
Links I opened while writing
- AT&T: set up call forwarding on a wireless line — AT&T's **61* / **67* / ##004# codes from the carrier, not a recap blog
- Verizon: how to use call forwarding — Verizon's own *71 / *73 codes for sending unanswered calls off voicemail
What should an HVAC greeting ask during a heat wave?
6 recordings. Pick the one that matches the call sitting in the mailbox today.
“Thanks for calling [Business]. Our techs are out on calls. Leave your name, address and what your system is doing, and we'll call you back shortly.”
“You've reached [Business]. If you have no heat or no cooling, say so at the start of your message, with your address and whether anyone in the home is elderly, very young or unwell. We'll call you back as soon as possible.”
“Thanks for calling [Business]. We're closed for the day. For no-heat or no-cooling emergencies, say "emergency" and leave your address. For maintenance and estimates, we'll call you back during business hours.”
“Hi, you've reached [Business]. If you're calling to schedule a tune-up, leave your name, address and a few days that work, and we'll call you back to book.”
“Thanks for calling [Business]. For a replacement quote, leave your name, address, and the age and type of your system if you know it. We'll call you back to set up a visit.”
“[Business]. Leave your name, address and what your system's doing, and we'll call you back.”
Why your tune-up greeting should change twice a year
A "book your spring tune-up" line in your greeting works through April. By June it reads like you missed a season. Change it to "book your fall tune-up" the week after Labor Day and your tune-up booking rate from voicemail goes up because the greeting matches the season the caller is actually in.
Who is in the house decides the callback order
No-heat at 20 degrees with an infant is not the same job as a noisy blower. Ask who is home. Elderly. Very young. Anyone unwell.
A greeting that skips that question makes you sort urgency from a pile of "the AC is out" messages. You will guess wrong.
- In a heat wave, lead with no-cooling. In a freeze, lead with no-heat.
- Tune-up copy has a season. Change it after Labor Day. A June greeting that still sells spring tune-ups sounds abandoned.
- A cold snap will fill the voicemail by lunch. Plan a live answer or an overflow. The greeting will not catch the second caller.
Riley takes those overflow calls in parallel and flags the vulnerable-household ones. The greeting cannot.
Heat wave morning vs a January no-heat
Same company. Two greetings. In July, lead with no cooling and who is in the house. In January, lead with no heat and the same who.
A noisy blower can wait until the route has a gap. A house at 48 degrees cannot.
Tune-up copy in the greeting should match the month. April sells spring. September sells fall. A leftover line is a dead line.
Forty no-cooling calls by 11 a.m. will fill any mailbox. Overflow needs a live answer. The greeting is one caller deep.
Two greetings, one company
In July, lead with no cooling and who is in the house. In January, lead with no heat and the same who. A leftover spring tune-up line in June sounds abandoned.
Ask whether anyone home is elderly, very young, or unwell. That question is how you sort a noisy blower from a house at 48 degrees. Skip it and you guess from a pile of "the AC is out" messages.
A cold snap or a 100-degree morning will fill the mailbox by lunch. Plan a live answer or overflow. The greeting will not catch the second caller on the same line.
Tune-up copy has a season. Change it the week after Labor Day. A June greeting that still sells spring tune-ups is a dead line.
What happens when 40 no-cooling calls arrive the same morning?
A cold snap or 100-degree day puts you a day behind by lunch. The callers who get your voicemail call the next shop before you can get to them. Riley takes the whole queue in parallel, flags the vulnerable-household calls as urgent, and texts them to you in the order you'd want to call back.
What makes a hvac greeting work?
- Ask who's in the home; it's how you decide what can't wait.
- Mention seasonal tune-ups in spring and fall greetings.
- Heat waves and cold snaps bring call spikes you can't staff for; plan for them.
Running a HVAC company? See how Riley handles calls for HVAC companies.