In short: To make an on-hold message, write 3 to 5 short messages (about 20 to 30 words each), generate them in Speechma’s free Text to Speech with a calm, clear voice, then make an instrumental track in the free Music tool and place the messages over it in any audio editor, about 30 to 45 seconds apart. Export the file in the format your phone system asks for, often MP3 or WAV.
What makes a good on-hold message?
Callers on hold want two things: to know they have not been forgotten, and to learn something useful while they wait. Good on-hold audio mixes both:
- A thank-you first: “Thanks for holding. Your call is important, and we will be with you shortly.”
- Short, useful messages: hours, online booking, a service people may not know about, a seasonal offer.
- Quiet, steady music between messages, so the line never sounds dead.
- No fake promises: skip “you are next in line” unless your system really knows that.
Keep each message under 30 words and leave 30 to 45 seconds of music between them. A loop of 2 to 4 minutes with 4 or 5 messages feels fresh for most callers.
On-hold scripts by industry
Generate each message as its own clip so you can reorder or update one without redoing the rest.
- Dental office:
Thank you for calling Bright Smile Dental. Please stay on the line, and our team will be with you shortly.Did you know you can book your next cleaning online, any time, at bright smile dental dot com?Most dental plans cover two cleanings a year. Ask our front desk to check what is left on yours before December thirty-first. - Law firm:
Thank you for calling Hayes and Moreno Law. All of our staff are helping other clients. Please hold, and the next available person will take your call.To save time, please have your case number or the date of your consultation ready.New clients can request a consultation online at hayes moreno law dot com. - Restaurant:
Thanks for calling Luna Trattoria. We are busy in the kitchen and will be right with you.Skip the wait next time: order pickup online and it is ready when you arrive.Planning a party? Our private room seats up to thirty guests. Ask us about holiday menus. - Auto shop:
Thanks for calling Summit Auto Care. A service advisor will be with you in just a moment.Cold weather is on the way. Ask about our battery and tire check, done while you wait.You can also book your next oil change online, day or night, at summit auto care dot com. - Hair salon or spa:
Thank you for calling Willow Salon and Spa. Please hold, and we will be with you soon.Gift cards are available in any amount, in the salon or online. They make a great holiday gift.Need to reschedule? Please give us twenty-four hours’ notice so we can offer your spot to someone else. - SaaS or tech support:
Thanks for calling Taskwell support. All of our specialists are helping other customers. Please stay on the line.Many answers are in our help center at help dot taskwell dot com, including password resets and billing questions.To help us find your account fast, please have the email address you signed up with ready.
How to make on-hold audio with voice and music
- Generate the messagesPaste each message into Text to Speech, pick a calm voice from your country and generate. Use the same voice for every clip. Keep speed at normal or slightly slower.
- Make the hold musicSwitch to Music, describe something calm such as “light acoustic guitar and soft piano, relaxed, steady, no vocals”, and set 2 to 4 minutes. You can add a reference track whose sound it should follow.
- Combine themOpen both in any audio editor (Audacity is free). Put the music on one track and drop the voice clips on another, 30 to 45 seconds apart.
- Balance the volumeTurn the music down so it sits well under the voice. Listen on a phone speaker: if any word is hard to hear, lower the music more.
- Export and uploadExport in the format your phone system asks for and upload it in the music on hold or hold audio settings.
File format tips for phone systems
| Tip | Details |
|---|---|
| MP3 or WAV | Speechma downloads MP3 by default. Pick WAV from the download arrow when your system prefers it. |
| Phone-quality WAV | Many phone systems want a WAV file at 8 kHz, mono. Check your phone system’s requirements and set those options when you export from your audio editor. |
| Mono, not stereo | Phone lines are mono. Exporting in mono avoids surprises. |
| Simple music | Phone lines cut deep bass and high sparkle. Soft piano, guitar or light strings come through better than heavy beats. |
| File size limits | Some systems limit length or file size. If an upload fails, shorten the loop or export at a lower bitrate. |
On-hold dos and don’ts
- Do update messages with the seasons: holiday hours, back-to-school, tax season. A new clip takes a minute.
- Do write web addresses the way they should sound: “bright smile dental dot com”.
- Do use music you have the right to use. Popular songs usually need a license; music you make in the Music tool includes commercial use.
- Don’t say “your call is important” every 20 seconds. Once at the start is enough.
- Don’t stack sales pitches. One helpful tip for every offer keeps callers friendly.
- Don’t let the loop restart with a loud jump. Fade the music in and out at the ends.
Need the main menu too?
Your greeting and “press one for…” menu can use the same voice. See the phone greeting and IVR page and the IVR script examples, and for closures use the holiday voicemail greeting scripts. Want a short sung tagline for your hold loop? Try the AI jingle generator.
Frequently asked questions
What should I say in an on-hold message?
Start with a thank-you and a promise that someone will answer soon, then add short, useful messages: hours, online booking, a service or offer, and what information to have ready.
How long should an on-hold message loop be?
A loop of about 2 to 4 minutes with 4 or 5 messages, spaced 30 to 45 seconds apart with music in between, works for most small businesses.
What file format do phone systems need for hold music?
It depends on the system. Many accept MP3 or WAV, and many want WAV at 8 kHz, mono. Check your phone system’s requirements before you export.
Can I use popular songs as hold music?
Popular songs usually need a license to play to callers. An instrumental you make in Speechma’s Music tool can be used commercially, so you avoid that question.
Is the on-hold message generator free?
Yes. Text to Speech and Music are free with no sign-up, and business use is included.
Does Speechma mix the voice and music for me?
No. Generate the voice clips and the music separately, then combine them in any audio editor such as Audacity.
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