telephone etiquette

for most of us, the telephone is a vital source of communication. The use of cellphones and "instant conversation"  is common place in our life today. These tips will show you have paying attention to details can make a big difference in your impression on others, both personally and professionally.

Identify yourself

when calling someone, identify yourself after they have said hello.

Respect other's time

*when placing a call, after identifying yourself, ask "do you have a minute?" or "is this a good time to talk to you?" before explaining the reason for your call.

*Don't put someone on hold for long.

*After placing someone on hold and returning to the line, say "thanks for waiting" rather than I am back.

*when screening calls, ask who's calling please?" rather than who is this?

*When calling a professional office for any reason, always identify yourself and explain the reason for your call.

example:"hello this is Tom cruise and I am calling in response to the newspaper ad for an actor".

Answering/voicemail machines

When reaching an answering machine if you had sufficient reason for calling, leave a message. Sometimes this helps the other person know how to respond, whether to expect another call from you or if they should attempt to return your call. hi, its Julie bye. doesn't say anything does it? while leaving a message, "what" and "how" you say it is as important as if you were speaking to the person directly. keep the tone off your voice pleasant and  upbeat!

phrases to use

use good speech

one moment please

yes

alright

she is not available now

goodbye

phrases not to use

hang on

yeah

okey- doke

Uh, dunno where he is

Introducing yourself

-This is Ken.

-Ken speaking

-This is John brown speaking.

-Hey George. it's Lisa calling. ( informal)

-hello, this is Julie madison calling.

asking who is on the telephone

-Excuse me, who is this?

-Can I ask who is calling, please

-Who's calling please?

-Where are you calling from?

asking for someone

I would like to speak to Maria, please.

I am trying to contact Joseph.

May/could I speak with Mr. green coma please?

Are you sure you have the right number/name?

would the doctor be in/available?

can I have extension 321?

Is Jack in? (informal idiom for: is Jack in the office?)

connecting someone

just a sec. I'll get him . (informal)

one moment please.

please hold and I'll put you through to his office.

can you hold the line please?

hang on a second.

can you hold on a moment?

I'll put you through.

(put through-phrasal verb for 'connect')

how to reply when someone is not available

I am afraid we don't have a Mr/ Mrs/ miss....here.

I am sorry. There's nobody here by that name.

he is busy right now. 

can you call again later?

I am sorry, lisa's not here at the moment. can I ask who's calling?

sorry. I think you have dialed the wrong number.

I am afraid he is stepped out. would you like to leave a message?

I am afraid you have got the wrong number.