Guide · Phone Prompt Scripts
German Phone Prompt Script Guide –
IVR Templates for Every Industry
Ready-to-use phone prompt templates for your industry — directly usable or as a script basis for professional voice over recording.
The first sound counts. Before a customer enters your office, before they see your website, they hear your phone prompt. And in those few seconds they decide: I am in the right place.
Yet in most businesses, the phone prompt is a pure afterthought. Quickly recorded in-house years ago, with background noise or a voice that sounds like it is at the dentist. It does not have to be this way. A well-worded phone prompt communicates in seconds: who you are, that you are reliable, and what the caller should do next.
What makes a good phone prompt text?
Many phone prompts fail not because of the voice, but because of the text. These five principles make the difference:
1. Short and punchy
A greeting prompt should last a maximum of 10 seconds — that is around 20–25 words. Callers do not want to wait; they want to be connected or know what to do. Every unnecessary syllable costs attention.
2. Write in the active voice
Write actively: "We will call you back" instead of "A callback will be arranged." Active language sounds more human, direct and credible. Avoid passive constructions and formal officialese.
3. Most important information first
Callers hear a prompt linearly — they cannot fast-forward. Put the most important information at the start. Opening hours, contact options, alternative ways to get in touch — what is most urgent for your callers?
4. Clear call to action
Every prompt needs a call to action: "Please leave a message", "Visit us at www.…", "Email us at…". Without a call to action, the caller hangs up — with no next step.
5. Tone of voice that matches the brand
An emergency clinic sounds different from a wellness hotel. Write the text as your company speaks: a law firm should sound serious and discreet, a hair salon warm and welcoming.
Phone prompt templates for different industries
All templates are ready to use. Replace the placeholders in [square brackets] with your own information. The texts are designed for a speaking time of 15–30 seconds.
Medical / Dental practice
"Welcome to [Dr. Name]'s practice, [specialty] in [location]. Our consulting hours are [Monday to Friday 8am to 12pm, and Tuesday and Thursday 3pm to 6pm]. For appointments please call during consulting hours or email us at [practice@example.com]. In a medical emergency outside office hours please contact the on-call service on [111]. Goodbye."
Law firm / Solicitors
"You have reached [Name] Solicitors. We are available Monday to Friday from 9am to 5pm. Please leave your name, your callback number and a brief description of your matter after the tone — we will get back to you as soon as possible. You can also reach us at [office@example.com]. Thank you."
Hotel / Guest house
"Welcome to [Hotel Name] in [location]. Our reception is available daily from 7am to 10pm. For bookings and enquiries you can also reach us at [info@hotel-example.com] or via our online booking system at [www.hotel-example.com]. We look forward to welcoming you. Goodbye."
Trades / Contractor
"This is [Company Name], your [plumber / electrician / heating engineer] in [location]. We are currently on site or outside office hours. Please leave your name and number — we will call you back today. In an emergency you can reach us on [emergency number]. Thank you for calling."
Out-of-hours / Answering machine
"You have reached [Company Name]. Our office is currently closed. Our hours are [Monday to Friday, 9am to 5pm]. Please leave a message after the tone and we will call you back on the next business day. You can also email us at [info@example.com]. Thank you."
Which file formats are needed for telephone systems?
Most telephone systems accept MP3 (128–192 kbps) and WAV (8 kHz mono or 16 kHz mono). When ordering at stimme24.com, you automatically receive all common formats.
Can I write the script myself?
Yes, absolutely — and it is even recommended because you know your brand and customers best. Use one of the templates on this page as a starting point. Andreas Brenner will review the script free of charge before recording if you wish.
How quickly is the recording delivered?
Standard delivery is within 24 hours of order confirmation. Same-day express production is available on request. One correction round is always included.
Have your phone prompt recorded professionally
Send your script or just your brief — the recording is delivered within 24 hours in the correct format for your telephone system.