Taxidermy Shop Phone System: Voicemail Scripts and Call Routing

By MountChief Editorial Team|Updated Mar 2026

Most taxidermy shops answer calls when they can and let everything else go to voicemail. That's not a phone system. That's hoping for the best.

A real phone system includes a professional voicemail script, a clear routing path for different caller types, and a way to convert status callers to self-service users without a callback. Voicemails that direct customers to your customer portal reduce callback requirements by 75%. A tracking portal link embedded in your voicemail converts status callers to self-service users from the very first missed call.

This guide covers everything you need to build a phone system that works even when you can't pick up.

TL;DR

For most solo operators, Google Voice plus a well-crafted voicemail script covers 90% of the need at no cost.
For more routing control, consider Grasshopper or RingCentral at around $20-30 per month.
I'll return non-urgent calls within 48 hours. For urgent matters, text [your number].
If you're a new customer or have a question that needs a callback, leave your name, number, and what it's regarding, and I'll return your call within [24 hours / by end of business day].
math matters here: 8-12 status calls per day at an average of 7 minutes each is 56-84 minutes of lost production time.
Voicemails that direct customers to your customer portal reduce callback requirements by 75%.

Why Most Taxidermy Voicemails Fail

The standard taxidermist voicemail sounds like this: "You've reached [Name]. Leave a message and I'll get back to you."

The problem isn't the format. It's what's missing:

No instruction for where to get immediate answers
No tracking link for status callers
No expectation-setting for when you'll call back
No alternative for customers who don't want to wait

You're asking callers to wait for a callback to answer questions most of them could answer themselves with a portal link. That creates unnecessary call volume and frustrated customers.

The Core Voicemail Script

Here's a voicemail script that works for a solo or small shop:

"You've reached [Shop Name]. I'm currently working in the shop and can't get to the phone right now.

If you're an existing customer checking on your mount, visit [yourshopportallink.com] or check the tracking link I texted you at intake, you'll see your current status, tannery stage, and estimated completion date.

If you're a new customer or have a question that needs a callback, leave your name, number, and what it's regarding, and I'll return your call within [24 hours / by end of business day].

For pricing and species availability, visit [yourwebsite.com].

Thanks for calling [Shop Name]."

That script does four things: it tells status callers where to go immediately, it captures new customer info, it sets a callback expectation, and it preempts pricing calls by directing people to your site.

Seasonal Voicemail Variation: Deer Season

During peak intake, your call volume spikes. Your standard voicemail may not be enough. Use this variation October through December:

"You've reached [Shop Name]. It's deer season and the shop is running at full capacity right now.

Existing customers: your tracking link was sent at intake. Text or email me your name and I'll resend it. You can also check status anytime at [yourshopportallink.com].

New customers looking to drop off a deer: please visit [yourwebsite.com] to confirm current intake availability. Walk-ins are welcome during [hours].

I'll return non-urgent calls within 48 hours. For urgent matters, text [your number].

Thanks for your patience."

This version manages expectations proactively, routes the majority of callers to self-service, and gives text as an escalation path for genuinely urgent issues.

Call Routing for Multi-Line or Ring Group Setups

If your shop has more than one phone or a second person who occasionally answers, set up a simple ring group:

Primary number rings your cell
After 4 rings, forwards to a secondary number (partner, employee, or assistant)
If unanswered, goes to the voicemail above

This keeps calls in the shop's control without requiring you to be tethered to the phone.

For shops using VoIP services like Google Voice, Grasshopper, or RingCentral, you can set business hours so calls go directly to voicemail on evenings and weekends. This is one of the simplest wins for work-life separation during deer season.

How to Reduce High Call Volume During Deer Season

The biggest lever you have is the customer portal for reducing status calls. Every intake that includes a portal link reduces future inbound calls from that customer by roughly 80%.

The math matters here: 8-12 status calls per day at an average of 7 minutes each is 56-84 minutes of lost production time. A single deer season of status call savings pays for most management software many times over.

Beyond the portal, consider:

Pre-season email campaign: Send your existing customer list a message in September explaining how to check status online and reminding them of your intake hours
QR code on your business card: Link to the portal and pricing page directly
Text-first policy: Communicate that texts are checked more regularly than voicemails during peak season

Setting Up Professional Voicemail on Common Phone Systems

iPhone/Android: Record a new voicemail in your phone settings. Keep it under 45 seconds. Re-record if the audio quality is poor.

Google Voice (free): Create a business number, set custom voicemail, and route it to your cell. Transcribes voicemails to text automatically.

Grasshopper: Paid VoIP service with business hours routing, multiple extensions, and professional voicemail recording. Good for shops with more than one staff member answering calls.

RingCentral or Nextiva: Full business phone systems with call routing, voicemail-to-email, and CRM integrations. Worth it for high-volume shops.

For most solo operators, Google Voice plus a well-crafted voicemail script covers 90% of the need at no cost.

Text-Back Automation

Several VoIP and CRM tools allow auto-text replies to missed calls. Something like:

"Thanks for calling [Shop Name]. Check your mount status anytime at [link]. For new inquiries, text me here and I'll respond within [timeframe]."

This converts missed calls to text conversations, which are easier to manage in batches than individual callbacks.

Frequently Asked Questions

What should my taxidermy shop voicemail say?

Your voicemail should cover three things: where existing customers can check their status (a portal link), what new customers should do if they need a callback, and when you'll return calls. Include your portal URL and website link for pricing. Keep it under 45 seconds. A voicemail that routes callers to the portal eliminates 75% of status callbacks before you ever have to call back. Re-record it if the audio quality sounds unprofessional or rushed.

How do I set up a professional phone system for a solo taxidermy shop?

Start with Google Voice for a free business number with voicemail-to-text transcription. Record a professional voicemail using the script format in this guide. Set business hours so evening and weekend calls go directly to voicemail. Add a portal link to your voicemail and your email signature. That basic setup handles the majority of inbound call management without any monthly cost. For more routing control, consider Grasshopper or RingCentral at around $20-30 per month.

What is the best way to handle high call volume during deer season?

The highest-leverage change is giving every intake customer a portal link on the spot. When customers can check their own status, they don't call. Beyond that, use a seasonal voicemail that sets realistic callback expectations, allows text as an escalation path, and explicitly directs status callers to the portal. Pre-season communication by email also reduces deer season call volume by warming customers up to the self-service option before they ever need it.

How does this apply to solo taxidermy shops?

The principles in this guide apply to solo shops just as they do to larger operations, though the scale differs. A single-person shop may have lower absolute volume but faces the same documentation, compliance, and customer communication requirements. The practical advice here scales down to any shop size.

What is the most common mistake taxidermists make with taxidermy shop phone system guide?

The most common mistake is treating taxidermy shop phone system guide as an afterthought rather than building it into the standard workflow from the start. Shops that encounter problems in this area typically did not establish clear processes before season, which means every situation becomes a one-off decision rather than a standard response.

Try These Free Tools

Put these insights into practice with our free calculators and planners:

Sources

National Taxidermists Association (NTA)
US Fish & Wildlife Service
Small Business Administration (SBA)

Get Started with MountChief

Compliance mistakes and missed customer updates cost taxidermy shops real money. MountChief centralizes specimen tracking, documentation, and communication so those gaps close.