How To Make A Good Phone Conversation

    • Publish Date: Sep 18 2017 1:15PM
    • |
    • Updated Date: Sep 18 2017 1:49PM
How To Make A Good Phone Conversation

Communicating properly on the phone can be tricky, as the person you are speaking to can’t see your body language. Therefore, it becomes important that you use the right vocabulary and follow proper etiquette to leave a good impression...

Taking / Receiving a Call

You may need to use these if you are answering someone else’s phone, because they are unable to answer it themselves, or if you are answering an office phone.

Formal

 ‘Hello, this is ___ speaking’

 ‘___ speaking, how may I help you?’

Informal

‘Hello, John’s phone’


Asking for more information / Making a request

If you need to ask for a specific person, then phrase your request as a polite question, if you only have an extension number and no name, you can say so. If you’re calling for a specific reason, just explain briefly what it is.


Formal

‘May I ask who’s calling please?’

‘Can I ask whom I’m speaking to please?’

‘Where are you calling from?’

 ‘Could I speak to someone who ___?’

‘I would like to make a reservation please’

‘Could you put me through to extension number ___ please?’


Informal

‘Who’s calling please?’

‘Who’s speaking?’

‘Who is it?’

 Whom am I speaking to?


Giving negative information

If you are the one answering a call, you might not be able to help the caller. You can use some of the following phrases in these circumstances:


Formal

‘I’m afraid the line is busy at the moment’

‘That line is engaged at the moment, could you call back later please?’

‘I’m afraid ___’s busy at the moment, can I take a message?’

‘I’m sorry, he’s out of the office today’

‘You may have dialled the wrong number’

‘I’m afraid there’s no one here by that name’


Informal

‘Sorry, ___’s not here’

‘___ is out at the moment’


Leaving / Taking a message

If the person you’re calling is not available, be prepared to leave a message. This could be a voicemail or an answering machine. If you’re leaving a message with another person, they’ll either ask if you want to leave a message, or you could request to leave a message with them. Be sure to leave your number, if you want the other person to call you back!


Formal

‘Can I take your name and number please?’

‘Can I leave a message please?’

‘Could you please ask ___ to call me back?’

‘Could you spell that for me please?’

‘Can I just check the spelling of that please?’


Informal

 ‘I’ll ask him to ring you when ___ gets back’

‘Could you tell ___ that I called please?’

 ‘I’ll let ___ know that you rang’

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Comments

Hemalatha.G Sethu Bhaskara Matriculation Higher Secondary Scho

Very useful article! Let me not feel uncomfortable to speak through phone!

Raghav Chopra GOODLEY PUBLIC SCHOOL(SHALIMAR BAGH

Very useful..I always get fear when I talked to someone on the phone but now i feel confident

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