Some key expressions are :
1. Introduce yourself -
First and foremost thing is to introduce yourself in a few warm words.
When you are in the office, you should always answer the telephone by greeting: “Hello/Good Morning or Good Afternoon or Good Evening. Whenever you make a call, always tell your name along with the name of the person whom you are calling. For example: “Hello, my name is Tim from XYZ company. May I please speak with Mr. John?"
2. No slang language -
You should skip saying slang words like, "yeah", "okay ", instead say " certainly", "all right " or "well ". Like, You can replace, “Just a second” with "one moment, please".
3. No repetition -
Telephonic content is as important as your tone. One never asks 'what?' if you missed out or just clarifying what the caller had said. In case you missed something, you can simply use an expression like " I am sorry, I didn't get that. Could you please repeat it ?" or "would you mind repeating it? "
4. Polite query -
Always start your question with "may" or "could". For example, you can politely ask the caller, "May I speak to ABC, please ? " or " May I have your telephone number ? " or " May I take a message? "
5. Taking a message for someone -
If you are taking a message for someone, you can ask the caller formally using an expression like "I am sorry. He is not available right now. May I take a message for him? "
or " Would you like me to connect you to his voicemail? "
6. Ending the call -
Usually, one makes a mistake of speaking for too long, or by giving a lot of information. You must decide what all you want to say before you make the phone call. You can jot down points on a piece of paper to avoid disturbance. You must end your phone call with warm tone and use expressions like, " Thank you for calling. " or " Have a nice day. "
Doubts on this article
