Ready-to-use scripts
Standard / Professional
Hi, you've reached [Agency Name]. We're currently working on a project and can't take your call right now. Please leave your name, number, and a brief description of what you need translated, including the language pair and any deadline. We'll get back to you within [timeframe]. For urgent requests, mention that in your message and we'll prioritize your callback.
Rush / Urgent Translation
Thanks for calling [Agency Name]. We're away from the phone, but if you have a rush translation request, leave your name, number, source and target languages, estimated word count, and your deadline. We monitor urgent messages closely and will call you back as soon as possible. For standard inquiries, we respond within [timeframe].
Certified Translation
You've reached [Agency Name]. If you're calling about a certified or sworn translation, please leave your name, number, and the type of document (birth certificate, diploma, legal contract, etc.). Also mention the target language and when you need it. We'll call you back with a quote and timeline.
Multilingual Greeting
Hello, you've reached [Agency Name]. [Repeat in 1-2 additional languages, e.g., German, French, Spanish]. We're not available right now, but please leave your name, number, and your request in whichever language you prefer. We'll respond in your language. Thank you!
Interpreter Booking
Hi, [Agency Name] here. If you're calling to book an interpreter, leave your name, number, the language pair, the type of assignment (conference, legal, medical, business meeting), the date, and the expected duration. We'll call you back to confirm availability and rates.
Customization tips
Record the multilingual greeting in the languages your agency actually covers. Even two or three languages make a strong impression. For the rush translation script, consider adding a separate phone number or email for very urgent requests so they don't get lost in general voicemail.
Translators Need Focus, Callers Need Answers
Translation is concentration work. A single interruption can break a translator’s flow for 20 minutes or more, especially during complex legal, medical, or technical projects. But when the phone rings, ignoring it means risking a new client or a rush project worth hundreds (or thousands) of dollars.
This is the central tension for translation agencies: the people doing the work need uninterrupted time, but the people calling need a response. A well-crafted voicemail bridges that gap. It captures the details you need to follow up, reassures the caller that their request matters, and lets your team stay focused.
What Translation Agency Callers Actually Want
New Project Inquiries
Most callers have a document or set of documents that need translating. They want to know three things: Can you handle their language pair? How long will it take? How much will it cost?
Your voicemail should prompt them to share:
- Source and target languages
- Type of document (contract, website, marketing material, technical manual)
- Approximate word count or page count
- Deadline, if they have one
The more detail they leave, the faster you can respond with a real quote instead of “we need more information.”
Rush and Urgent Requests
Rush translations are often the most profitable work an agency does. A company needs a contract translated by tomorrow morning. A law firm has a court deadline in 48 hours. These callers are stressed and willing to pay premium rates.
Your voicemail needs to signal that you take urgency seriously. A line like “if this is a rush request, mention that and we’ll prioritize your callback” tells the caller they’re not shouting into a void. It also helps you triage: when you check messages, the rush requests jump to the top.
Certified and Sworn Translations
Certified translation requests are specific. The caller usually needs an official document (birth certificate, diploma, court judgment) translated and certified for submission to an authority. They want to know if you’re authorized to do it, what it costs, and how long it takes.
Prompt them to mention the document type and target language. This saves a round of back-and-forth and lets you quote accurately on the first callback.
Interpreter Bookings
Some agencies also provide interpreting services. These calls need different information: language pair, type of event (conference, deposition, medical appointment), date, location, and expected duration. A separate voicemail script for interpreter bookings keeps things organized.
The Multilingual Advantage
Translation agencies have a unique opportunity with their voicemail: they can greet callers in multiple languages. This is more than a nice touch. It tells international clients that your agency walks the talk.
A greeting in English, German, and French (or whatever your core languages are) takes about 15 extra seconds and immediately sets you apart from competitors who greet only in their local language. Callers from abroad feel welcome, and they’re more likely to leave a detailed message when they hear their own language.
When Voicemail Costs You Projects
The problem with voicemail for translation agencies is timing. A project manager at a multinational company calls three agencies on a Thursday afternoon. Two go to voicemail. One picks up. Guess who gets the project?
Safina answers your calls when your team is deep in translation work. It asks the right questions: What languages? What type of document? When do you need it? How many pages? Then it sends you a structured summary. You call back with a quote ready, not a list of follow-up questions.
At $11.99/month for 30 minutes, it costs less than a single lost rush project. The Pro plan at $29.99 covers 100 minutes, which is plenty for agencies handling multiple inquiries per day.
For live call handling, see our translation agency greeting scripts. For evenings and weekends when international clients may call, check the after-hours templates. Browse more templates in the script library, or read about avoiding missed calls and 24/7 availability.
