4 Tips for Creating A Professional Phone Recording

So, you just signed up with NumberBarn (high five!) and now it’s time to create your Menu* and Voicemail recordings.

But, since this number could be for your business, you need it to sound as professional as possible.

In this Ask the Pig post, you’ll learn 4 easy ways in which you can create the best possible custom phone recording to use with your NumberBarn account. Turn those speakers on and get reading.

Scripting for Voicemail & Menus

What do you want to say to your callers in your message? And, if someone leaves you a message, what do you need to know to provide the best possible customer service when you return the call?

For your voicemail recording, here’s a blueprint of what to include:

  • An initial greeting
  • Your name, business name and title, if applicable.
  • Explain the information you need in the message for your caller will leave, whether that be just a name and number or identifying information, such an account number.

Now, not everyone will actually listen and follow the instructions you give in your message, but at least you’ll cover your bases for the majority of callers.

Voicemail Audio Samples

Here’s a casual, anonymous, personal use voicemail recording sample –

Hey it’s me, you know what to do.

Or, you can go for a professional vibe with your voicemail –

You have the trough of The Pig. Your call cannot be answered at this time. Please leave a detailed message with your name, phone number and your call will be returned as soon as the pig has returned from the mud. Thank you and have a swine day.

More Voicemail Script Samples

Basic Voicemail

Thanks for calling [INSERT YOUR NAME OR BUSINESS HERE]. I/We are unable to take your call at this time. Please leave a message with your name and contact number. I/We will return your call at our earliest convenience.

Detailed Voicemail

Hello. You have reached [INSERT YOUR NAME OR BUSINESS HERE]. I cannot answer the phone right now but I will return your call as soon as I can. If this is regarding a recent order, please email/call our Customer Service department at [CUSTOMER SERVICE INFO HERE]. They are available Monday thru Friday from 8 a.m. until 6 p.m. Pacific Time. Or you can login to our website. Otherwise, please leave a message after the beep.

Menu Audio Samples

Here’s a basic menu recording sample –

Thank you for calling The Pig Enterprises. For sales, press 1. For appointments, press 2. For all other questions, press 3 to speak to our customer service team.

Or, you can go for a professional and musical menu (you’ll want to turn up your volume for this one) –

Thank you for calling The Pig Enterprises. For Chris P. Bacon, press 1. For Piggy Smalls, press 2. For Jimi Hamdrix, press 3. For Albert Einswine, press 4. 

More Menu Script Samples

Basic Menu

Thank you for calling [YOUR COMPANY NAME]. For Sales and Customer Service, press 1.  Or press 0 to speak with a representative.

Detailed Menu

Thank you for calling [YOUR COMPANY NAME]. To learn more about our products and services visit our website at [www.COMPANY.com]. For our sales department, press 1. For reservations, press 2. Or, press 0 to speak to a representative.

NOTE: Within the NumberBarn system, our auto attendant menu allows you to set up to 10 forwarding numbers that correspond to the keys on the keypad.  Any invalid key press or no key press will repeat the outgoing message. You also have the option to send calls to voicemail on no key press. The outgoing messages are capped at 2 minutes in length.


Now that you have written your scripts, you will need to prepare the recording studio. Or, simply grab your phone.

You can record via your phone using your NumberBarn account. Login to your account and:

  • Select Number(s)
  • Select Voicemail & Text (for voicemail recordings)
  • Select Calls > Use a Menu > Yes > Configure Menu
  • Select the Change button to the right of the recording
  • Select Record by Phone

NumberBarn will then give you a jingle on your desired phone. When you answer, you’ll be prompted to record.

Or, you can upload your own recording. You have some options when it comes to recording greetings.

If you’re a Mac user, you can use GarageBand to create a custom recording, such as the sample recordings above.

There are also free open source tools out there, such as Audacity, in which you can download for free to create your recordings.

Or, if you’d prefer to record on your phone using an app, there are many to choose from. Check out the PC Mag’s article about the 6 Voice Recorder Apps to Try.

A few pieces of advice:

  • If using a phone, eliminate distractions – turn off phone notification sounds, buzzes, etc.
  • Pay attention to your environment – are there dogs barking in the background? Is the room providing you with a quality sound?
  • Using an external microphone plugged into your cell phone often helps the sound quality.


NumberBarn accepts the following file types:

WAV and MP3

Regarding the size of the file, it is recommended that it has a sample rate of 44.1 KHz and a bitrate of 64 kbps or better to get the best quality. When you upload the file to your NumberBarn account, the file will be compressed slightly.

In the event you’re not able to save a file as a WAV or MP3, you can convert the file. To convert the file, use media.io, a free open source tool to use on your browser or available for download.


When your desired recording has been created, it’s time to make it live to your callers!

When you’re logged into your NumberBarn account:

  • Select Number(s)
  • Select Voicemail & Text (for voicemail recordings)
  • Select Calls > Use a Menu > Yes > Configure Menu
  • Select the Change button to the right of the recording
  • Select Upload File
  • Select Choose File to Upload
  • Select the file from your computer
  • Save your changes.

Now, you’re in business with the hottest recordings in town! **High Five**

*Menu recordings are available with the Forward or Unlimited plans.

We’re NumberBarn, we take phone numbers very seriously. But, we also like to have a little fun. To learn more about us, visit NumberBarn.com and follow us on FacebookInstagram and Twitter.

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Written by

Jenny Dempsey

Jenny Dempsey is the Customer Experience Manager for NumberBarn