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AI receptionist call scripts: 12 templates for Indian businesses

A good receptionist script is short: greet with the business name, find out what the caller needs, book the next step, confirm it, and know exactly when to hand over to a person. Below are 12 templates in English and Hinglish that work for a human front desk or an AI receptionist, with the Indian calling rules that shape them. Replace anything in {braces} with your own details.

By Vocora team · Published 7 October 2026

Before the script: the one-page brief

Scripts fail when the facts behind them are missing. Before writing a single line, put these on one page and get the owner to sign off:

Section	What goes in it
Facts	Branches, timings, services, parking, documents to bring, payment modes
Booking rules	Which slots can be booked, how far ahead, buffer between bookings, who can be booked with whom
Must capture	The 3–5 fields your team needs (name, need, preferred time, plus one qualifier such as budget or vehicle number)
Handoff list	Situations that always go to a person, and who that person is for each
Never say / never ask	Prices without approved wording, guarantees, medical or legal advice, OTPs, PINs, card or full account numbers
Data and recording	What the greeting says about recording, where notes go, and who can listen to calls

Under the DPDP Rules, 2025, consent notices must be standalone, clear and in plain language, so the recording line in the greeting and the privacy notice behind it should be agreed with whoever handles compliance.

1. The opening (every inbound call)

The first ten seconds decide whether the caller stays. Say who you are, say the call is recorded, and ask one open question.

Agent: Namaste, {Business name} mein aapka swagat hai. This call is recorded for quality. Main aapki kya madad kar sakti hoon?
Caller: Haan, mujhe appointment chahiye tha.
Agent: Zaroor. May I have your name, please?

Mirror the caller’s language from their first reply: English, Hindi or a mix.
Keep the recording notice short and in the greeting, not buried later in the call.

2. General enquiry and intake

For callers who are not sure what they need. The goal is name, need, and the next step, not a sales pitch.

Agent: Thank you, {name}. Aap kis cheez ke baare mein jaanna chahte hain?
Caller: Aapke yahan {service} hota hai kya?
Agent: Haan, we offer {service} at {branch}. Timings are {hours}. Would you like me to book a slot, or should someone from the team call you back with details?
Caller: Callback kar dijiye.
Agent: Done. Is this number, ending {last 4 digits}, the best one to call? And what time suits you?

Answer only from the facts in the script brief. If a question is not covered, say so and book a callback.
Confirm the callback number by its last digits rather than reading the full number aloud.

3. Clinic or diagnostic centre appointment

The commonest receptionist call in India. The emergency line is not optional.

Agent: Aap kis doctor ya department ke liye appointment chahte hain?
Caller: Dr. {name}, kal shaam.
Agent: Dr. {name} has {slot 1} and {slot 2} tomorrow evening. Kaunsa time theek rahega?
Caller: {slot 2}.
Agent: Booked for {slot 2} tomorrow. I’ll send the details on WhatsApp. Kya patient ka naam aur umar bata denge?
Agent: (If the caller describes chest pain, breathlessness, heavy bleeding or similar) Please call 112 or go to the nearest emergency department right away. Main abhi clinic team ko bhi inform kar rahi hoon.

The agent never gives medical advice or interprets symptoms; it books, informs and escalates.
112 is India’s single emergency number under the Emergency Response Support System.
Collect only what the clinic needs to book. Leave history and symptoms for the doctor.

4. Real-estate project enquiry

Buyers call from hoardings, portals and ads. Qualify gently, then book a site visit.

Agent: Thank you for calling about {project}. Aap apne liye dekh rahe hain ya investment ke liye?
Caller: Apne liye. 2 BHK.
Agent: Got it. Which area are you looking in, and roughly when are you planning to buy?
Caller: Is saal ke andar.
Agent: The best way to see the {2 BHK} options is a site visit. Kya main is Saturday ya Sunday ka visit book kar doon? Our sales team will share pricing and availability at the visit.

Pricing, discounts and possession dates stay with the sales team unless the brief gives exact, approved wording.
Hot buyers (clear budget, near-term timeline) get a same-day human callback.

5. Car or two-wheeler service booking

Workshop lines ring out when advisors are in the bay. Most service calls need only a slot.

Agent: {Dealer name} service centre. Aapki gaadi ka registration number bata denge?
Caller: {reg. number}. General service karwani hai.
Agent: Thank you. We have {slot 1} or {slot 2}. Pick-up chahiye ya aap khud laayenge?
Caller: Main le aaunga, {slot 1}.
Agent: Booked for {slot 1}. Estimates and any repair questions will be handled by the service advisor when you arrive. Confirmation WhatsApp par aa jayega.

Warranty, insurance claims and estimates go to the service advisor.
Write the registration number and job type to the dealer management system or shared sheet.

6. After-hours call

Evenings and Sundays are where many small businesses lose enquiries. Be useful, not just polite.

Agent: Namaste, {Business name}. Our office is closed right now and opens at {time}, but I can help. Kya main appointment book kar doon ya kal subah callback arrange kar doon?
Caller: Kal subah call karwa dijiye.
Agent: Sure. Kal {time} ke baad team aapko call karegi. Main aapki baat note kar rahi hoon — briefly, what is it about?

The note should be good enough that the person calling back does not have to ask the same questions again.

7. Outbound callback to a missed call

Callers often see only a number, so say the business name and the reason before anything else.

Agent: Namaste, main {Business name} se bol rahi hoon. Aapne aaj {time} par humein call kiya tha aur hum utha nahi paaye. Is this a good time for two minutes?
Caller: Haan, boliye.
Agent: Thank you. Aap kis baare mein call kar rahe the?

DoT told Parliament in August 2026 that Calling Name Presentation (CNAP) was still in trials for 4G and above and that 2G networks cannot support it, so many callers will not see your name.
Call back promptly. Under TRAI’s amended TCCCPR, consent given for an ongoing transaction is valid for only 7 days.
If the caller says they did not call or are not interested, apologise, end the call and mark the number so it is not called again.

8. Appointment reminder call

A short call the day before, for customers who do not read WhatsApp or for high-value bookings.

Agent: Namaste {name}, {Business name} se reminder call. Kal {time} par aapka {appointment} hai. Kya aap aa paayenge?
Caller: Nahi, kal mushkil hai.
Agent: No problem. I can move it to {slot A} or {slot B}. Kaunsa theek rahega?

Offer two concrete alternatives. An open “when would you like?” turns a 40-second call into a three-minute one.

9. Fee or payment reminder

For schools, clinics on packages, distributors and lenders. Polite, factual, and easy to resolve.

Agent: Namaste, {Business name} se. This is a reminder that {invoice / fee} of {month} is due on {date}. Agar aapne already pay kar diya hai, please ignore this call.
Caller: Main next week pay karunga.
Agent: Thank you, I’ve noted next week. Payment link WhatsApp par bhej doon?

No threats, no shaming, no pressure language. The agent records the promise and moves on.
Banks and NBFCs collecting overdue loans must follow RBI’s conduct rules, including no recovery calls before 8 am or after 7 pm, and use 1600-series numbers for service calls by their deadlines.
Never ask for OTPs, PINs or card numbers on a call.

10. Warm transfer to a person

The handoff is part of the script, not a failure of it. Say what will happen and pass on a summary.

Agent: Is sawaal ka sahi jawab hamari team hi de payegi. I’m connecting you to {role} now and sharing what you told me, so you won’t have to repeat it.
Agent: (If nobody picks up) Sorry, {role} is on another call. Main 30 minute ke andar callback book kar rahi hoon. Is that okay?

Write the handoff list in the brief: complaints, emergencies, pricing exceptions, legal or medical questions, anything the agent is unsure of.
Promise a time window you can actually keep.

11. Complaint or upset caller

The agent’s job is to listen, record and route quickly. It should not argue, defend or offer compensation.

Caller: Main teen baar call kar chuka hoon, koi jawab nahi deta!
Agent: I’m sorry about that, {name}. Main aapki complaint abhi note kar rahi hoon. Could you tell me briefly what happened?
Agent: Thank you. I’ve marked this urgent for {manager role}, who will call you by {time}. Aapko complaint number WhatsApp par mil jayega.

Every complaint gets a reference and a named owner on your side, not a promise from the agent.

12. The awkward questions

Short, honest answers to the questions that trip up badly written scripts.

Caller: Kya main kisi machine se baat kar raha hoon?
Agent: Haan, main {Business name} ki AI assistant hoon. I can book, answer basic questions or connect you to the team. Aap kya prefer karenge?
Caller: (Speaks a language the agent does not support)
Agent: Sorry, I can help in English or Hindi. Main aapke liye ek callback book kar deti hoon from someone who speaks {language}.
Caller: Price kitna hai?
Agent: {Approved price wording from the brief}, or: Exact pricing hamari team share karegi. Shall I book a quick callback?

Never pretend to be human. TRAI’s 2025 amendments require disclosure of auto-dialers and robo-calls, and callers who feel tricked do not book.
Census 2011 data quoted by the Ministry of Home Affairs puts Hindi as the mother tongue of 43.63% of people, so an English-and-Hindi agent still needs a fallback for many callers.

Five mistakes we see in receptionist scripts

Too many questions before helping. Ask for the minimum, book, and collect the rest on WhatsApp afterwards.
One script for every caller. New enquiries, existing customers and complaints need different first questions.
No exit. If the caller can’t reach a person when they need one, the call ends badly no matter how good the rest was.
Facts that go stale. Holiday timings, doctor leave and sold-out units must be updated in the brief, or the agent will confidently say the wrong thing.
Never reading the calls back. Review a sample of transcripts every week for the first month and fix the lines callers stumble on.

Turning a script into a working AI receptionist

A script becomes a live voice agent once it is connected to your number and your calendar or CRM, and once each booking is confirmed by a WhatsApp template (see our 30 WhatsApp template examples). Vocora runs a short workshop with your team to fill the brief, then puts Voice AI on the number you already publish. For the bigger picture, read the AI receptionist in India guide; for vertical scripts in context, see the clinic receptionist, real-estate voice agent and car showroom and car service centre pages, see the home services playbook for survey and technician-visit calls, or browse all 18 industry playbooks.

Book a free script workshop demo Contact us · +91 98041 82483

FAQ

What should a receptionist call script include?

A greeting with the business name and recording notice, the questions needed to understand the request, the booking or callback step, a confirmation, a clear list of what goes to a person, and a closing. For an AI receptionist, add a list of things it must never say or ask.

Can an AI receptionist follow a Hinglish script?

Yes. Good voice agents follow the caller’s language, so the script should give approved lines in English and Hindi and let the agent mix them the way the caller does.

Should an AI receptionist say it is an AI?

Yes, if asked, and ideally in the greeting for outbound calls. Pretending to be human damages trust, and TRAI’s 2025 amendments require disclosure of auto-dialers and robo-calls.

Should the AI quote prices on the call?

Only if you give it exact, approved wording and a price list that is kept up to date. Many businesses prefer to leave prices, discounts and estimates to the team and use the call to book a visit or callback.

How long should a receptionist call be?

Most booking and enquiry calls should finish in two to three minutes. If calls regularly run longer, the script is asking too many questions or the agent is answering things that should be handed over.

Can Vocora write the script for us?

Yes. Vocora runs a script workshop with your team before going live, covering facts, slots, handoff rules and words to avoid. Book a free demo or WhatsApp +91 98041 82483.

Sources

Sample lines are illustrations, not real customer calls. This article is general information, not legal advice.

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