Even in today’s world of instant messaging and video calls, the art of telephone conversation remains an essential skill in both professional and personal contexts.
Mastering the right vocabulary, phrases and techniques can make all the difference in leaving a lasting positive impression when you speak to someone on the phone, whatever the purpose of your call.
So, are you ready to elevate your telephone communication skills? This comprehensive guide will provide you with 67 essential telephone conversation phrases and tips for fluent and professional calls.
Improve your English telephone conversations – from start to finish
We have arranged these telephone conversation phrases by subject. You can easily navigate to the section you need by clicking on a link below, or read the full article to make sure you don’t miss any important phone expressions.
What to say when answering the phone
First impressions count, and answering a phone call professionally sets the tone for the entire conversation.
It’s important to understand which telephone greetings are suitable to answer the phone in formal and informal contexts.
Formal greetings: How to answer the phone professionally
Answering the phone in a professional setting usually involves a polite greeting followed by your name. You may also include your company name and your department.
All of these things help the caller know who they are speaking to and how to proceed with the call.
Here are some professional ways to answer the phone:
- Good morning/good afternoon/good evening, [company name], [your name] speaking, how may I help you?
- Hello, [your name] speaking
- [Company name] [department], you’re speaking to [your name], how can I help?
If you work for a company, they may give you a professional way to answer the phone that is the same for all employees. This helps maintain consistency for the company and for its customers or clients.
It’s important to remember that the words you say are only half of what the caller hears. You should also pay attention to your tone of voice.
Smiling as you answer the phone will make you sound more friendly and helpful, for example.
Informal greetings
Informal greetings are suitable for casual phone conversations, such as when speaking with friends, family members, or colleagues with whom you have a close relationship.
Usually, a simple “Hello” or “Hi” is sufficient – and you can add the person’s name if you know who is calling. After this, wait for them to respond.
It’s important to consider the context and the level of formality expected in the conversation before using informal greetings. In some cultures it’s acceptable to use casual language in business English, whereas other cultures keep things more formal at work.
Making phone calls
Introducing yourself and clearly stating the purpose of the call is key when making a phone call. This allows the recipient to understand the context of the conversation and respond effectively.
How to introduce yourself on a phone call
Introducing yourself on the phone can be as simple as saying “Hello, this is [name]” or “Hi, it’s [name]” – especially if you are on familiar terms with the other person.
In a business call, you may want to go beyond this by stating your full name, your job title, and the name of your company. For example:
- This is [full name] calling from [company name].
- It’s [full name], [job title] for [company name].
- This is [full name]. I’m the [job title] at [company name].
If the recipient already knows you, it may be sufficient to state your first name and company name. It all depends on the size of the company and the number of people the recipient is in contact with.
Stating the purpose of the call
Once you have introduced yourself, you need to explain why you are calling. Some good telephone phrases for this include:
- I’m calling about…
- I’d like to inquire about…
- I’m phoning with regard to…
Practice saying these phrases to start a phone conversation confidently.
Requesting to speak with someone
If your call goes through to a reception desk, you’ll need to let the receptionist know who you are calling for, whether it’s a specific person or a department.
The same is true if somebody other than the person you called answers, or if you aren’t sure who to speak to.
Be sure to use polite language when making this request. Here are some English phrases suitable for this purpose:
- May I speak to [name], please?
- Is [name] available to take my call?
- I would like to be connected to [name]. Is he/she available?
- I would like to speak to somebody regarding…
- Are you the right person to speak to about…?
- Please could you put me through to [department]?
- I would like to speak to [job title], please.
Handling holds and transfers
Managing holds and transfers is an essential aspect of phone etiquette, especially if you are working on a reception desk or as part of a large company.
Before putting someone on hold or transferring their call, you can let them know what you are doing by saying one of these phone expressions:
- Just a moment, I’ll put you through.
- Wait a moment please, I’ll transfer you to [name].
- Please kindly hold while I check if [name] is available.
- Please hold the line for a moment.
- Please hold while I transfer your call.
- I’m putting you through to [name] now.
- Would you mind waiting while I check if [name] is in the office today?
‘Put through’ is one of many telephone phrasal verbs that it’s helpful to know when speaking on the phone in English.
Taking and leaving messages
Relaying important information through messages is a common aspect of phone conversations.
How to take a message on the phone
If you need to take a message after answering the phone, make sure you write down the following details:
- The time and date of the call
- The caller’s full name
- Their company and job title
- Who the message is for
- The number to call back
- Any other details about the call
To be sure you have recorded information correctly, especially names and phone numbers, read it back to the caller before ending the call.
Here are some helpful telephone phrases to take a message:
- Sorry, [name] is not available right now. May I take a message?
- Would you like to leave a message?
- Could you please provide me with a number where you can be reached?
- I can ask [name] to call you back when he/she is available.
- [Name] is on the other line at the moment. Can I take a message?
How to leave a voicemail message
If the person you are calling doesn’t answer the phone, you may be put through to their voicemail to leave a message.
Here are some tips for leaving an effective voicemail message:
- Speak clearly and slowly
- Give your name (and company, if applicable)
- State the purpose of your call
- Keep the message brief and to the point
- Provide your contact information
Lastly, end the message with a polite closing, such as “Thank you” or “Looking forward to hearing from you.”
Clarifying information and asking for repetition
When having a telephone conversation in English, especially if it is not your native language, you may need to ask someone to repeat some information or clarify something they said.
Examples of ways to request information or clarification include:
- My apologies, I didn’t quite catch that. Could you please say it again?
- I apologize, but I’m having difficulty hearing you. Could you please speak a bit slower?
- Could you repeat that phone number, please?
- Sorry, there is a bad connection. Would you mind talking more slowly?
- Would you mind repeating that, please?
- You sound very quiet. Would you mind speaking a little louder?
- Would you mind spelling that for me, please?
- Did you say…?
- How do you spell…?
Read more about how to ask for clarification and why we often add an apology word before these telephone English phrases.
Making arrangements and requests
It’s common to need to make an appointment or request something else during telephone calls. Using a polite tone and appropriate expressions will increase the chances of the other person agreeing to your request.
Try using the following phrases to sound professional when making requests:
- Are you free for [appointment] at [time] on [date]?
- Would [date and time] be convenient for you?
- I’d like to arrange a meeting/call to discuss [subject].
- When would be a good time to meet?
- I would like to invite you to [event]. Are you available?
- Is it possible to arrange [appointment] for [date and time]?
Of course, you can adapt these polite questions according to your specific request.
Making small talk: Things to talk about on the phone
Engaging in small talk, particularly when building rapport with the other person, can be a vital part of phone conversations.
Common topics for small talk over the phone typically include:
- Weather
- Hometown
- Family
- Pets
- Sports
- Travel
- Food
Here are some tips for making small talk during telephone calls in English:
- Try to find common ground with the other person.
- Use open-ended questions to draw out the conversation.
- Show genuine interest in the person and their interests.
- Be conscious of how the other person is responding, and move on if they are not engaging in the conversation.
Check out our complete guide to small talk if you want more help with this!
How to end a phone conversation
Concluding a phone conversation positively is key for making a lasting impression.
Let’s look at some professional and casual ways of ending a phone call.
Professional ways to end a telephone conversation
When concluding a professional phone conversation, express gratitude for the assistance provided and wish the other person a pleasant day.
Use phrases such as:
- It was a pleasure speaking with you.
- Thank you for calling.
- Thank you so much for your help with this.
- I appreciate your time.
- Thank you for your consideration.
- Let’s touch base again in two weeks.
- I look forward to meeting you soon.
- I hope you enjoy the rest of your day.
It may also be helpful to repeat any key points you discussed, or put them in writing in a follow-up email so you have a written summary of the call.
Phrases to end a phone call with friends
When ending a casual phone call with friends, you can say:
- Thanks for calling.
- It was good to hear from you.
- It was nice chatting to you.
- I’m sorry, I have to go now.
- Let’s catch up again soon.
- See you soon.
- Have a nice day.
Remember to be tactful and considerate when ending lengthy phone calls with friends, especially if they want to continue talking.
Tips for improving telephone communication skills
Practicing these common telephone phrases will help enhance your telephone communication skills, but here are some other tips to keep in mind:
- Smile and maintain a positive attitude.
- Articulate words clearly and with strong diction.
- Demonstrate empathy and sincerity.
- Write down key points as they come up.
- Consider your body language; the other person can’t see you but it can still affect your tone of voice.
- If you are afraid of speaking on the phone, practice making phone calls with a friend.
Next, why not take your English skills further by learning some idioms about talking?
Summary
Mastering essential telephone conversation phrases and techniques can greatly enhance your professionalism and communication skills.
We hope these telephone conversation examples have helped you understand how to speak on the phone professionally, whether it’s a formal telephone conversation or something more casual.
By practicing these phone expressions and incorporating the tips provided in this guide, you can feel confident that you are communicating effectively when you speak on the phone.
