IVR voice generator for phone system prompts

How to write IVR menu prompts

Name the option first and the key second: "For sales, press 1. For support, press 2." Callers listen for what they need, so hearing the option before the number saves them from memorizing keys they don't want.

Put the most requested options at the top, keep each menu to a handful of choices, and always offer a way to repeat the menu or reach a person.

Auto attendant greetings and on-hold messages

An auto attendant greeting tells callers they reached the right place and what happens next: "Thanks for calling [company name]. If you know your party's extension, you can dial it at any time."

On-hold messages play while people wait, so make them useful: your opening hours, your website, or how to do common tasks online. Write several short messages instead of one long one, so you can rotate them and callers don't hear the same line on repeat.

Keep every prompt in one voice

Callers notice when the voice changes between the greeting and the menu. Pick one voice, and write down the voice and language you used, so prompts you add months later match the ones already in your system.

File formats and your phone system

Voices AI gives you an MP3 for each prompt. Phone systems differ in what they accept, and some ask for another format such as WAV, so check your provider's requirements and convert the file if needed.

Name each file after its prompt, like main-menu or after-hours, before you upload. The next time a prompt changes, you will know exactly which file to replace.