28 Sept 2026
2 min read
Improve your printing company's phone accessibility with well-thought-out scripts that bring calm during tight deadlines and help callers more quickly.
Tight deadlines and urgent orders often dictate the workday. Clear phone scripts for a print shop help you immediately separate urgent requests from regular administrative queries.
Customers calling with questions about file formats or colour profiles need a technical specialist straight away. Separate these questions in the main menu from accounts or general sales. In the options menu, specifically name the most common file-related questions. This helps a caller immediately feel they are reaching the right, technically proficient department, rather than a general line.
In the printing sector, speed is often the deciding factor. Give callers with an urgent job their own prioritised option. This way, the account manager knows immediately that they need to act fast. Consider these three situations that typically require urgency:
Many questions concern the status of an ongoing order. During the welcome message, you can gently remind a caller about the online portal where order tracking is available. Also, mention how often the status is updated in the portal. This helps the caller know when checking again is useful and when it is not.
A print shop is a dynamic environment where creativity and technology meet. A fresh, clear, and energetic voice reflects that drive and immediately gives customers confidence. Avoid an overly formal, distant intonation. Most customers in this sector have worked with the same team for years and expect a tone that matches that trusted partnership.
Customers sometimes forget that presses operate even when customer service is closed. A good evening message clearly states office hours and confirms that online orders will go into production the following morning. Also, add a brief reference to the email address for absolute emergencies. This way, a customer with a critical deadline knows there is still a solution outside office hours.
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Limit the menu to a maximum of fifteen seconds. Offer only the three most important departments: order status, technical support, and administration.
Offer a clear voicemail option for orders and emphasise that emails will be processed immediately the next business day.
No, most B2B customers in this sector are familiar with the jargon. Keep the terms concise and professional.
Short and to the point. Click to see the answer.
What does a professional phone message cost?
The price depends on how long your text is and which message you need (welcome, menu or hold). As soon as you pick a voice, you see what it costs. Hold music is optional.
What does a professional telephone message cost?
A welcome message or phone menu from a professional voice is surprisingly affordable. The price depends on the length of your text and the type of message (welcome message, phone menu, on-hold message).
At Voices, you can see the price instantly for your chosen voice. On-hold music from our library can be added separately. Most clients receive their audio within 1 to 2 working days.
Do you also record voice prompts for IVR and phone systems?
How long should my telephone message be?
Short definitions that help you decide faster.
The short greeting a caller hears before or upon answering. Often the first point of contact for your telephone system.
IVR selection menu with options ("press 1", "press 2"). Helps callers reach the correct service more quickly.
Reviews from customers who have worked with us.
“The workshop 'Documentary Voice-Over' is highly recommended! A few days before the workshop, we received the video (without voice-over) and the text we would be reading so we could prepare. During the workshop day, everyone had enough time to practice behind the microphone and received immediate feedback. In short: I found it to be a very valuable workshop and I left with a lot of tips.”
Susanne Verberk
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Why complicated menu options cost you customers and how to write clear phone scripts for your technology company.
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Improve your production company's phone accessibility with 5 targeted script adjustments that give callers immediate clarity.
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“I am very happy that I attended the 'Pamper Your Voice' workshop! Bernadette Timmermans first gave us some general background information about the voice (vocal cords), but what I found most valuable was that through the small, simple exercises that followed, you could immediately hear (and feel) in yourself and in the other participants the impact that good breath support has on your voice! And all of this in a relaxed, informal - at times cheerful - atmosphere. Moreover, we received plenty of tips and some teaching materials to take home for further practice. Inspiring and motivating, indeed. Great!”
Petra Robben
“Request submitted and they review the text again, making some adjustments where necessary. If there's any detail the client finds a bit difficult in the produced audio, they resolve it very quickly and create a new audio on the same day. Highly recommended and very professional service now. Top! I was assisted and recorded by Johfrah.”
Kevin De Nil
Copy, adapt, and get it recorded - written for your type of project.
~14 sec · Je (informeel)
Geschikt wanneer je telefooncentrale start met «u bent verbonden met de voicemail van…».
Welkom, je bent verbonden met de voicemail van [bedrijfsnaam]. We kunnen je oproep even niet beantwoorden. Laat gerust je naam en nummer achter, dan bellen we je zo snel mogelijk terug.
Houd je welkomstboodschap kort (max 10-15 sec). Mensen willen zo snel mogelijk geholpen worden.
~15 sec · U (formeel)
Welkom, u bent verbonden met de voicemail van [bedrijfsnaam]. We kunnen uw oproep op dit moment niet beantwoorden. Laat gerust uw naam en telefoonnummer achter, dan bellen we u zo spoedig mogelijk terug.
Houd je welkomstboodschap kort (max 10-15 sec). Mensen willen zo snel mogelijk geholpen worden.
~8 sec · Gemengd
Voor keuzemenu’s en IVR-routing naar de juiste afdeling.
Welkom bij [bedrijfsnaam]. Bienvenue chez [bedrijfsnaam].
Houd je welkomstboodschap kort (max 10-15 sec). Mensen willen zo snel mogelijk geholpen worden.
Listen to a selection of voice actors and find the right voice for your project.
