AI prompt to write an agency phone greeting and voicemail message
Fast, accurate answers to everyday requests keep clients loyal and free up staff time. AI helps write replies, scripts and templates, and chat or phone AI tools can handle routine requests around the clock.
Below is a ready-to-copy prompt to write an agency phone greeting and voicemail message, a detailed version that asks you clarifying questions first, and 3 specialized AI tools (Sonant, Smith.ai and Upfirst) with instructions for this task. It also works in ChatGPT, Claude, Gemini or Copilot.
The prompt
Write 3 versions (friendly, professional, short) of a phone greeting for [Agency Name], plus a voicemail message and an after-hours message that tells callers how to report a claim. Each under 30 seconds when read aloud. Include placeholders for hours and the claims line.
Detailed version (asks clarifying questions first)
Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (the type of policy, whether it's an email, text or call, and tone). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team. Task: Write 3 versions (friendly, professional, short) of a phone greeting for [Agency Name], plus a voicemail message and an after-hours message that tells callers how to report a claim. Each under 30 seconds when read aloud. Include placeholders for hours and the claims line.
How to use it
- Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
- Fill in the placeholders. Replace [Agency Name] with your own details.
- Run it in the right tool. Paste it into ChatGPT, Claude, Gemini or Copilot, or use Sonant, Smith.ai and Upfirst as described below.
- Review before you use it. Check every fact, name and number yourself.
- Take the next step. Next, see: Answer calls after hours / missed calls.
Best AI tools for this task
Specialized tools first, ordered by fit for this task (never by payout), then any general AI assistant.
Sonant site ↗
AI receptionist for insurance agencies handling inbound calls 24/7 with AMS integrations.
Best for: P&C agencies that want an AI receptionist connected to their AMS · Price: Pricing by quote only Request pricing ↗ · Works with: AgencyZoom, EZLynx, Vertafore QQCatalyst, Vertafore AMS360, HawkSoft, Applied Epic, Momentum (NowCerts)
Suggested from the related task Answer calls after hours / missed calls.
Set up Sonant's AI receptionist to answer inbound agency calls 24/7 and route through your AMS integration.
Smith.ai site ↗
AI and live receptionists for call answering, intake and scheduling.
Best for: Agencies that want AI plus live receptionists answering calls · Price: $300–$2,100/mo (30–300 calls) · Works with: Salesforce, HubSpot
Suggested from the related task Answer calls after hours / missed calls.
Use Smith.ai's AI/live receptionists for call answering, intake and scheduling.
Upfirst site ↗
AI answering service for small businesses so no call goes unanswered.
Best for: Solo agents who want an affordable AI answering service · Price: $20–$159.95/mo (30–300 calls); free trial
Suggested from the related task Answer calls after hours / missed calls.
Turn on Upfirst's AI answering service so overflow and after-hours calls get answered.
Any AI assistant
ChatGPT Claude Google Gemini Microsoft Copilot
Paste the prompt above (short or detailed) into any of these.
Before you use it
- Review every AI output for accuracy and compliance before you use it.
Related tasks
More: All client service prompts · All AI prompts · Customer Service & AI Receptionists tools