28 Sept 2026
3 min read
Avoid cold phone messages. Discover how 5 specific script adjustments can extend your food company's hospitality to your phone system.
In the food industry, strict controls and tight delivery times are part of daily operations. Effective phone scripts for a food business quickly guide logistical partners and consumers to the right contact person.
A raw material supplier needs a different contact person than a supermarket chain looking to purchase. Immediately separate supply and sales in the first layer of your audio menu to prevent confusion. In the greeting, briefly mention the top two options. This way, a supplier or buyer knows they are in the right place without having to listen to the entire menu first.
Here is an example of such a welcome message: "Welcome to our customer service. If you are a supplier calling about a delivery, please press 1. If you are a buyer or retailer calling about an order, please press 2. For all other enquiries, please press 3."
When consumers call with questions about allergens or complaints, these calls should not block your order process. Give consumers their own clear option to reach the quality department. Consider three common consumer questions that deserve a dedicated route:
Product quality and traceability are strictly regulated by law. Ensure there is a direct line for inspection bodies or laboratories, so important food safety information always takes priority. Also state in the menu that this line remains staffed throughout the entire production week, so an inspection is never delayed by an unstaffed line.
Here is an example of a menu option for quality control: "You are calling on behalf of an inspection body or laboratory. Please press 1 to be immediately connected to the quality department. This line is staffed throughout the entire production week."
The overview below summarises which type of caller corresponds to which menu option:
Caller Type Recognised by Recommended Option Raw Material Supplier Calling about a delivery or planning Option 1, Supply Retailer or Supermarket Chain Calling about an order or reorder Option 2, Sales Consumer Calling with a complaint or question about allergens Option 3, Quality Department Inspection Body or Laboratory Calling on behalf of a control body Option 4, Quality Control, with priorityFood is all about health, trust, and experience. The audio recording for your menu should sound friendly and open. This way, callers immediately feel welcome with your organisation. Avoid an overly commercial or rushed tone. Callers in this sector particularly appreciate calm and a voice that sounds genuine rather than sales-driven. Also, choose a calm speaking pace. This ensures even a first-time caller can easily follow each option without needing to replay the announcement.
Food businesses often start well before regular office hours. Record a specific morning message for the hours when production is active, but administration is not yet available. In that same message, also repeat the general phone number for urgent delivery questions. This way, a driver arriving too early can still reach someone immediately.
No, limit it to the core: purchasing, sales, quality control, and consumer questions. More than four options quickly lead to incorrect transfers.### Which hold music is suitable? Choose a light, positive, instrumental melody. The music should not irritate callers. It should leave a fresh impression.
Only if there is a large-scale, current recall. In that case, place a temporary alert message at the start of your phone menu.
Short and to the point. Click to see the answer.
How do I order a phone message?
Pick a voice you like for your phone system. Enter your texts. You can also use our simple text generator. Add hold music if you want. Within 3 days at most, you receive the finished audio files.
How does ordering work?
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.
Short definitions that help you decide faster.
Music while waiting. Technically, this must be suitable for telephone systems (quality/codec).
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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“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
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~3 sec · Gemengd
Keuzemenu voor voeding & drank
U kunt kiezen uit de volgende mogelijkheden
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Keuzemenu voor voeding & drank
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Voicemailboodschap voor voeding & drank
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