Everything You Need to Know About On Hold Messages for Universities & Colleges
Whether it’s a student inquiring about financial aid, a parent asking about admissions, or a faculty member confirming class schedules, universities and colleges are constantly fielding calls.
But what happens during those few seconds or minutes a caller is placed on hold?
That’s where a professional on hold message for universities & colleges comes into play.
Why On Hold Messages Matter in Universities & Colleges
Colleges and universities receive thousands of calls a week, especially during high-volume seasons like admissions deadlines, registration periods, or exam results.
Without a proper on hold system in place, callers are often met with silence or repetitive music, leading to frustration and, all too often, hang-ups.
A professional on hold message keeps your caller engaged, delivers helpful information, and reinforces the professionalism of your institution.
When a caller hears a clear, friendly voice over telling them where to find campus updates or how to register online, it builds trust, and keeps them from hanging up.
Let’s be honest: silence says nothing, but your on hold message can say everything.
You can inform callers about office hours, class schedules, upcoming events, campus safety protocols, and even current promotions.
It’s a simple tool that improves brand perception, increases caller retention, and gives your university or college a polished, caring, and communicative presence.
It’s also a surprisingly powerful marketing tool.
Use your on hold time to promote open house dates, new online programs, scholarships, alumni events, and more.
Why waste that space when you could use it to inspire action and provide value?
Popular Questions About On Hold Messaging for Universities & Colleges
How long should an on hold message be?
An on hold message for universities & colleges typically runs between 3 to 6 minutes in total, looping if needed. That gives enough time to communicate key points without becoming repetitive.
How often should I change my on hold messages?
Updating your message each semester or at least twice a year keeps information fresh and relevant to your academic calendar and marketing goals.
Should I play more than one on hold telephone music song?
Yes! A mix of on hold telephone music helps prevent repetition fatigue. Rotating between 2-3 suitable tracks keeps the experience pleasant for frequent callers.
Should I consider getting an on hold subscription?
Absolutely. A subscription ensures your content is always current, seasonally updated, and aligned with your communications strategy, without you having to remember to do it manually.
Examples of Effective On Hold Messages for Universities & Colleges
Need some inspiration?
Here are two quick sample scripts that resonate with the higher education space:
Example 1:
"Thank you for calling Evergreen State University. While we connect you, here’s a quick reminder: Spring registration is now open! Visit evergreen.edu/register to secure your classes today. Need help? Our advisors are here Monday through Friday, 8 a.m. to 6 p.m."
Example 2:
"You’ve reached the Office of Admissions at Crestfield College. Our Fall Open House is just around the corner! Learn more at crestfieldcollege.edu. We appreciate your patience and look forward to assisting you shortly."
These messages provide valuable info, reduce perceived wait times, and promote ongoing initiatives.
What to Include in Your On Hold Messages
To make your on hold message truly effective for universities and colleges, consider including the following:
- • Campus location(s) and directions
- • Office hours and holiday closures
- • Class registration periods and deadlines
- • Admissions and scholarship information
- • Links to the website or online portals
- • Upcoming events, open houses, or graduation info
- • COVID or health safety updates if relevant
- • Departments or services offered (career center, tutoring, etc.)
This isn’t just about filling space, it’s about keeping callers informed and empowered.
Best Music For Hold Genres for Universities & Colleges
For academic institutions, the ideal music for hold genre is light, instrumental, and uplifting.
The goal is to create a relaxed, welcoming atmosphere, not to distract or annoy.
Think: Coffeehouse, Easy Listening, or Smooth Jazz, styles that reflect professionalism and calm.
You can explore these genres directly in our website’s ordering process or by visiting our on hold telephone music track sample page.
Most importantly, always use licensed royalty-free hold music to stay legally compliant and professional.
At Amazing Voice, we offer a wide range of royalty-free hold music specifically tailored for business phone systems, including genres that fit the tone of universities & colleges.
Why a Human Voice Over is Essential for Universities & Colleges
You wouldn’t use robotic voices on your radio ads, so why use them on your phone system?
A human voice actor brings warmth, clarity, and credibility to your on hold message.
For colleges and universities, that human touch reinforces your values of education, guidance, and community.
At Amazing Voice, our professional voice actors are trained to deliver messages with just the right tone, whether it's confident and academic, friendly and helpful, or formal and informative.
It’s all about creating a seamless, authentic caller experience that reflects the culture of your institution.
Get a Custom On Hold Message for Your Campus
At Amazing Voice, we specialize in creating customized on hold messages for universities & colleges.
From compelling scripts to professionally recorded voice overs and royalty-free hold music, we offer turnkey solutions that enhance your caller experience, boost communication, and align perfectly with your school's brand.
We even offer subscription plans so your messages can be updated regularly, without the hassle.
Ready to make your phone system smarter, more informative, and way more engaging?
Contact Amazing Voice today and get started with your custom on hold message for universities & colleges.
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