Call recording disclosure messages you can copy
A call recording disclosure message tells callers the call is recorded, and why, before the talking starts. The usual wording is one sentence: 'This call may be recorded for quality and training purposes.' Below are ten versions for different lines and situations, plus the combined line to use when an AI assistant answers and records.
Main line, before anyone speaks
Thanks for calling Lakeside Insurance Group. This call may be recorded for quality and training purposes.
Short, familiar and said before the caller gives any detail. Most callers have heard this sentence hundreds of times, which makes it easy to accept.
You've reached Cedar Point Auto. We record our calls so we can get your details right.
'We record' is clearer than 'may be recorded' when every call is recorded. Give the reason in the caller's terms: getting their details right.
This call is recorded to help us serve you. If you'd rather not be recorded, let the person who answers know.
Offering a choice suits staff-answered lines, where a person can stop the recording on request. Only offer it if your system and your team can honor it.
Thanks for calling Brightwater Property Services. This call is recorded and transcribed so our team has an accurate note of what you need.
If you keep a written transcript, say so. Callers care less about the format than about knowing, and naming both removes the question.
Callbacks, transfers and voicemail
Hi, this is Jordan from Lakeside Insurance returning your call. Just so you know, this call is recorded. Is now still a good time?
A callback is a new call, so the notice comes again. Pair it with 'is now a good time' and it sounds like courtesy, not a warning.
I'm putting you through to Dana in claims. The call will stay recorded, and she'll have my notes.
Callers sometimes assume a new voice means a new, unrecorded call. One sentence at the handover keeps the notice true for the whole conversation.
You've reached Cedar Point Auto. Leave your name, number and what you need after the tone. Messages are recorded and saved for our team.
A voicemail is a recording by nature, so this is mostly for completeness. Keep it after the instruction, never before it.
When an AI assistant answers
Thanks for calling Brightwater Property Services. You're speaking with our AI assistant, and this call is recorded.
How can I help today?
Both notices in the first sentence, then straight to the question. Under six seconds, and the caller knows everything they need to decide whether to go on.
Hello, this is the AI assistant for Morgan and Hale Law. I'm not a person, and this call is recorded for our attorneys' notes.
Are you calling about a new matter or an existing case?
Spoken, prominent and first. That's the shape Utah asks of licensed professions like law, and it reads naturally here.
Cedar Point Auto is closed right now. I'm the AI assistant, and I'll record this call so the team can pick up where we leave off in the morning.
Tie the recording to the benefit the caller gets: nobody asks them to repeat the story tomorrow.
What makes a disclosure message work
It comes first. A notice given after the caller has shared their address or policy number is a notice after the fact. Put it in the greeting, before any question.
It's one sentence, with a reason. 'Quality and training' is the familiar reason. For most small firms, 'so we get your details right' is closer to the truth. Callers accept it more readily, too.
It matches what really happens. If every call is recorded, say 'we record', not 'may be recorded'. If calls are also transcribed, say that too. You're describing your setup, so describe it exactly.
It repeats at the seams. A callback, a transfer and an after-hours line each make a caller wonder again. Give each its own short line.
Adapting the wording to your line
Recording-consent rules vary from state to state. Some ask for one party's consent and some ask for everyone's, and published lists of which states are which disagree with each other. Rather than rely on a list, give the notice on every call. Then every caller has been told, wherever they're ringing from. Your own counsel can confirm the rule for your state and industry.
Use the reason that fits your business. An insurance agency can say 'for quality and training'. A property manager can say 'so maintenance has an accurate note'. A law office can say 'for our attorneys' notes'. Keep it under twelve words.
If a person can stop the recording on request, the 'way to decline' version is a kind option. If your system records every call with no way to stop it, leave the offer out rather than make one you can't keep.
Record the line in the same voice as the rest of your greeting. A disclosure that sounds bolted on draws more attention than the same words said naturally.
The AI notice alongside the recording notice
How GreetKeeper handles recording and disclosure
Call recording in GreetKeeper is a setting you control, and it's paired with a disclosure setting. Turn recording on, and the disclosure line plays in your greeting before the caller says anything. You choose the wording, so any line on this page can be the one your callers hear.
The AI disclosure is its own setting. Switch it on and the greeting tells callers they've reached an AI assistant first. Both notices then sit together in one opening sentence.
Every call also arrives as a transcript and a short summary, whether or not you record audio. A transcript is often the more useful record, because you can search it and skim it in seconds.
Each number under your account has its own greeting, so a claims line and a sales line can carry different reasons in their disclosure. Plans start at $49 a month for 200 answered calls, with a 14-day free trial, every feature on and no card.
Questions people ask about these greetings
What is the standard call recording disclosure?
'This call may be recorded for quality and training purposes.' Say it in the greeting before the caller shares any detail. If every call is recorded, 'This call is recorded' is clearer and just as short.
Do I have to tell callers a call is being recorded?
In many states, yes, and the rules differ on whether one party's or every party's consent is needed. Published state lists disagree, so the simplest practice is a notice on every call. Ask your counsel to confirm the rule for your state.
Where should the recording notice go in a greeting?
In the first or second sentence, right after the business name. A notice after the caller has given their details comes too late to be useful. Aim for under ten seconds spoken for the whole opening.
Does an AI receptionist need a different recording message?
It needs an extra notice, not a different one. Add 'you're speaking with our AI assistant' to the same sentence as the recording line. Maine requires the AI notice, and Utah requires it spoken at the start for licensed professions.
Hear your disclosure open a call
Your business name, your recording line, a caller with a question. Two minutes.