28 Sept 2026
4 min read
Discover how thoughtful phone scripts for a property manager make the difference between panic and smooth follow-up of enquiries.
A tenant calls on a Friday evening about a leaking radiator. They hear a rushed voicemail, recorded quickly between viewings. The outcome is predictable: the caller feels ignored and frustrated. They keep calling until someone answers. Well-crafted phone scripts give property managers a calm, focused way to handle these situations. Here, we compare five situations where the right script makes the difference between confusion and a professional response.
The first sentence sets the tone for a tenant or owner's call.
In the recording studio, I often notice the opening line is read too quickly. A professional voice actor will consciously pause for half a second before saying the company name. This tells the caller straight away they have reached the right place.
A menu should guide callers without overwhelming them with too many options.
My director's tip for these menus is simple. Always state the service first, then the number. So, do not say "Press 1 for repairs". Say "For repairs, press 1". The caller hears what they need first, then presses the button.
When all managers are busy, waiting should not feel like a waste of time.
A good on-hold script includes clear instructions:
Outside office hours, people usually call because something is wrong. This could be a broken lift, being locked out, or storm damage.
In the studio, I sometimes hear recordings where the voice actor speaks an emergency message too quickly, trying to sound urgent. I then adjust it to a calm, reassuring tone. Someone calling in a panic needs a voice that brings calm and gives clear instructions.
If a manager is on a site visit, the caller should be able to leave a targeted message.- Before: "Please leave a message after the tone." This often leads to long stories where the phone number is missing.
By asking exactly what you need, you prevent staff from having to search later for the correct file for the call.
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Ideally, keep a phone menu under 25 seconds. Limit the number of options to a maximum of three or four main choices. This helps the caller stay clear.
Soft, professional music can help fill silences, as long as it is not intrusive. The voice must always remain clearly audible above the music.
Check your scripts at least twice a year. Changes to office hours, holiday periods, or updated emergency procedures must be accurate in your phone system immediately.
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.
How much does a professional voice-over cost?
The price depends on three factors: the medium (corporate video, radio advert, telephony), the licence duration (1 year, unlimited) and the script length. With Voices, you see the exact price per voice artist before you order. No surprises later on.
A short corporate video starts from a modest amount. A radio advert with national reach costs more due to the buyout (broadcasting rights). Telephone messages are generally the most affordable.
Tip: enter your script for the voice of your choice and you will instantly see the cost.
What exactly does a buy-out entail in voice-over?
A buy-out is the right to use your recording on a medium (radio, TV, online, telephony) for an agreed period. You'll see it reflected in your price before payment on /tarieven/.
Learn more: buy-out explained · dictionary.
Is a home demo as good as a studio demo?
Clear scripts are key for smooth contact with tenants and owners. If you are looking for inspiration for welcome messages, phone menus, or emergency announcements, you will find practical examples in our collection of sample scripts. If you have specific needs for your property management portfolio, please contact us for tailored voice advice.
Short definitions that help you decide faster.
A message played while the caller is on hold. It can provide information and make the wait more pleasant.
IVR selection menu with options ("press 1", "press 2"). Helps callers reach the correct service more quickly.
Voice-overs for telephone menus, messages on hold, and voicemails. We charge per prompt (one short message) or per word, depending on the scope.
For larger telephony projects (multi-level IVR, multilingual, holiday and public holiday messages), we provide a package price.
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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Finding this useful? Add us as a preferred source in Google. You will see our tips more often in search and AI answers.
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.
Are the tracks optimised for telephony?
How does the ordering process work?
Do you also record voice prompts for IVR and phone systems?
How much does a voice-over cost?
How long should my telephone message be?
“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.
