Talking on the phone is especially important. In this English lesson, we focus on commonly used phrases for talking on the phone.
Why Should Learn How to Talk on the Phone Professionally?
Learning how to talk on the phone professionally is important for a number of reasons.
- Professionalism: Being able to communicate effectively on the phone is essential in today’s business world. Having good phone manners and the ability to speak clearly and professionally can help to project a positive image of yourself and your company.
- Building and maintaining relationships: Many business transactions and interactions take place over the phone. A phone conversation can be an important opportunity to build relationships with clients, customers, and colleagues.
- Problem-solving: Phone calls can be used to troubleshoot issues and solve problems. Knowing how to handle difficult situations and express yourself clearly over the phone can be a valuable skill in a customer service or support role.
- Efficiency: Phone calls can be a quick and efficient way to communicate with people, especially if you need to convey a lot of information or discuss complex issues.
- The necessity of remote working: With the increasing number of remote working options, being able to communicate effectively over the phone has become a crucial skill for many professionals.
Overall, being able to talk on the phone professionally can help you to build and maintain relationships, solve problems, and conduct business more efficiently, which are all critical for success in today’s workplace.
Useful Phrases for Talking on the Phone
Here are some of the common phrases used when telephoning in English including answering, transferring calls, and taking a message.
Formal Phrases
Here are some common phrases that can be useful when speaking politely on the telephone:
- Good morning.
- Could you hold on a moment, please?
- I’m sorry, she is out of the Office today.
- Thank you for calling.
- May I ask who is calling, please?
- I’m trying to contact, please wait…
- I’m afraid my English not good, please…
- I’m afraid he’s in a meeting.
- He’s free in the afternoon after about two.
- I would like to make a reservation, please.
- Excuse me, who is this?
- May I speak to…?
- I’m afraid she is not available at the moment.
- May I take a message?
- Would you like to leave a message?
- I’d like to talk to…
- Can I put you on hold for a moment, please?
- Would you mind holding for just a moment?
- Would you like me to connect you to his voicemail?
When talking on the phone in a formal setting, it’s important to use professional and polite language. It’s good to apologize if necessary and be patient when the caller is asking or providing information. Be attentive and take notes if necessary. Remember to always thank the caller for their call and be sure to follow up with them if you said you would.
Informal Phrases
- Is … there?
- This is Harry.
- Hello, Ken speaking.
- Hello, George’s phone.
- Who is it?
- I’II ask her to ring you when she gets back.
- Hang on a second.
- I can’t hear you very well.
- Who’s calling, please?
- I’II let him/ her know that you rang.
- Just a minute!
- Okay, wait a moment, please.
- Speak to you again soon.
- I’ll put you through.
- Is … free?
- Is …available?
- Can I talk to …?
- Hold on a sec.
- Just a moment.
It’s important to note that the informal approach may not be appropriate in all situations, such as in a professional or business setting. Also, it’s important to be aware of the relationship you have with the person you are calling, as some might appreciate a more casual approach while others may prefer a more formal one.
When using informal language, it’s important to use a friendly tone and to be respectful of the person you are speaking with. Also, you still should ask for and give information clearly. Just make sure that you are adapting to the situation, person, and context you are in.
Introducing Yourself
Here are some phrases you can use when introducing yourself when speaking on the telephone:
- Hi, my name is … and I’m calling from …
- Good morning/afternoon, this is …, how may I assist you?
- Hello, this is …. May I speak with …?
- I hope you’re doing well today. My name is …, who am I speaking with, please?
- My name is …, and I’m the … of … How may I help you today?
- This is … speaking, how can I help you?
- Hi, my name is …, I’m calling to follow up on [Reason for call]
- Hello, I’m …, how can I assist you?
When introducing yourself on the phone, it’s important to be clear and confident in your greeting. Also, mention your company and the role you play in it if it’s relevant to the call. Remember that a friendly and professional tone can help to build rapport with the person you are speaking with.
Asking to Speak with Someone
Here are some phrases you can use when asking to speak with someone when talking on the telephone:
- May I speak with … please?
- I’d like to speak with …, is he/she available?
- Could you connect me with …, please?
- I’m trying to reach …, could you tell me if he/she is available?
- Could you please transfer my call to …?
- I’m interested in speaking with… Is he/she available at the moment?
- I’m trying to get ahold of …, could you tell me if they are in?
- I would like to speak with …. Can you please put me through to their extension/line?
When asking to speak with someone on the phone, it’s important to be clear and specific about who you are looking to speak with. Be polite and make sure to confirm if the person is available or not, if not you can leave a message for them or ask for a time that you can call back. Also, don’t forget to ask for the correct spelling of the name if you are unsure of the exact spelling.
Connecting Someone
Here are some phrases you can use when connecting someone when speaking on the phone:
- Can you please hold while I transfer you to …?
- Let me connect you with … One moment, please.
- I’ll put you through to … Please hold.
- I’ll pass you over to … Please hold while I make the connection.
- I’ll connect you with … Just a moment.
- I’ll transfer the call to … Please bear with me.
- I’ll put you in touch with … Please hold.
- I’ll connect you with … right away. Can you hold for just a moment?
When connecting someone on the phone, it’s important to be clear and polite. Inform the caller that you are transferring their call and make sure to do it in a timely manner. Also, check if the person is available or has a moment to take the call before you transfer the call. And, make sure to check if the call was transferred correctly by asking both sides.
Making a Request
Here are some phrases you can use when making a request when speaking on the phone:
- I was wondering if you could [request]
- Could you please [request]?
- I was hoping you could help me with [request]
- I was hoping to request [request]
- Can you [request] for me?
- I would greatly appreciate it if you could [request]
- Is it possible for you to [request]?
- I was inquiring about the possibility of [request]
When making a request over the phone, it’s important to be clear and specific about what you are asking for. Avoid being vague or overly general. Also, try to be polite and considerate, using words like “please” and “thank you”. Additionally, you should make an effort to understand the other person’s perspective and position, while also being respectful of their time and responsibilities. And be sure to listen to their answer or potential counter-offer and respond to it appropriately.
Taking a Message
Here are some phrases you can use when taking a message when speaking on the phone:
- Can I take a message for you?
- I’d be happy to take a message for you, who should I say is calling?
- What’s the name of the person you’re trying to reach?
- Can you please leave your name and number and a brief message and I’ll make sure they get it?
- Can you tell me what this call is regarding, I’ll make sure they get the message.
- I’m sorry they’re not available. Can I have your name and phone number and I’ll pass the message along?
- I’ll let them know you called and take a message, what would you like me to tell them?
- I apologize for any inconvenience, I’ll make sure to pass the message along, who would you like me to say is calling?
- They are not able to answer the phone at the moment, can you please leave a message including your name and number, and I will make sure they get back to you as soon as they can?
- I’ll let them know you called and take a message, could you please provide me your name and phone number so they can reach back to you?
When taking a message for someone on the phone, it’s important to be clear and attentive, making sure to get all the relevant information such as the caller’s name, phone number, message, and reason for calling. Also, it’s good to confirm the spelling of names or other important information, and let the person know when the message will be passed along to the intended recipient.
Leaving a Message
Here are some phrases you can use when leaving a message when speaking on the phone:
- Could you please leave a message after the beep?
- Would you mind giving … a message?
- Could you tell … called?
- Please leave a message, and I’ll make sure they receive it.
- I don’t think he has my number. Do you have a pen handy?
- Can I leave a message?
- Please leave your name, number, and a brief message, and they will return your call as soon as possible.
When leaving a message on the phone, it’s important to clearly state who you are and the reason for the call, in addition to providing your contact information. It’s also important to be polite and professional. Additionally, you should inform the caller when they can expect a return call or when the message will be passed along, if possible.
Confirming a Message
Here are some phrases you can use when confirming a message when speaking on the phone:
- I understand, thank you for the information.
- Got it, I’ll take care of that.
- Thanks for bringing that to my attention.
- I appreciate you letting me know.
- I’ll make sure to take care of that right away.
- I confirm that I received your message and will take appropriate action.
- I received your message, thanks for letting me know.
- I just wanted to confirm that I understand your request.
- Thanks for the update, I’ll follow up on that.
- Just to clarify, you’re asking me to [repeat request].
It’s important to confirm a message when speaking on the phone to ensure that you have a clear understanding of what the other person is saying, and to avoid any confusion or misunderstandings.
Ending a Conversation
Here are a few phrases you can use to end a conversation when speaking on the phone:
- It was nice talking to you. Have a good day.
- I need to go now, but it was great chatting with you.
- I have to run, but let’s catch up again soon.
- Thanks for taking the time to talk, I’ll speak with you soon.
- It’s been a pleasure talking with you, have a good rest of your day.
- I have to get back to my task. Let’s talk later.
- I’ll let you go now. Talk to you soon.
- We should wrap up for now, take care.
- It was a great conversation, I’ll talk to you later.
- I’m glad we were able to chat, have a great day.
It’s always polite to thank the person for calling and to express your desire to talk again in the future. That way, the conversation ends on a positive note and leaves the door open for future communication.
Phrases for Talking on the Phone | Infographic
Phrases for Talking on the Phone
