The way that we speak to our best friend on the phone is very different to the way we are supposed to speak to someone in a business setting. Avoiding the mistake of being too direct on the telephone is most essential. The person on the other line may think that we intend to be rude if we miss the use of formal language in certain situations. Usually “could” or “may” is necessary so that we sound polite.
Useful Phrases
There are a number of phrases and idioms that are only used when telephoning. Let’s first take a look at an example dialogue: Here are the most common:
Operator: Hello, Smith and Co., How can I help you?
Jake: This is Jake Amber. Can I have extension 1234?
Operator: Certainly, hold on a minute, I’ll put you through…
Susan: Harry Hoffman’s office, Susan speaking.
Jake: This is Jake Amber calling, is Harry in?
Susan: I’m afraid he’s out at the moment. Can I take a message?
Jake: Yes, Could you ask him to call me at 1234567890. It’s urgent.
Susan: Could you repeat the number please?
Jake: Yes, that’s 1234567890, and this is Jake Amber.
Susan: Thank you Mr Amber, I’ll make sure Harry gets this asap.
Jake: Thanks, bye.
Susan: Bye.
Useful Phrases
Introducing yourself
- This is Jake Amber.
- Susan speaking.
Asking who is on the phone
- Excuse me, who is this?
- Can I ask who is calling, please?
Asking for Someone
- Can I have extension 1234?
- Could/Can/May I speak to…?
- Is Harry in (the office)?
Connecting Someone
- I’ll put you through (to …)
- Can/Could you hold the line?
- Can/Could you hold on a moment?
If someone is not available
- I’m afraid XY is not available at the moment
- The line is busy… (if busy extension)
- Mr Hoffman isn’t in…/Mr Hoffman is out at the moment…
Taking Messages
- Could (Can, May) I take a message?
- Could (Can, May) I tell him who is calling?
- Would you like to leave a message?