TELEPHONING

When making a formal call, three rules should influence your choice of words:

• Be brief. Do not waste the receiver's time.

• Be clear. Explain the background and purpose of your call.

• Be polite. Recognize the receiver's point of view.

USEFUL TELEPHONE VOCABULARY AND PHRASES IN ENGLISH

Making contact : 

■ Hello / Good morning / Good afternoon ...

■ This is John Brown speaking

■ Could I speak to ......... please?

■ I'd like to speak to ..... .....

■ I'm trying to contact ..........

Giving more information:

■ I'm calling from Tokyo / Paris / New York / Sydney ...

■ I'm calling on behalf of Mr. X ...

Taking a call : 

■ X speaking.

■ Can I help you?

Asking for a name / information : 

■ Who's calling please?

■ Who's speaking?

■ Where are you calling from?

■ Are you sure you have the right number / name?

Asking the caller to wait :

■ Hold the line please.

■ Could you hold on please?

■ Just a moment please.

Connecting : 

■ Thank you for holding.

■ The line's free now ... I'll put you through.

■ I'll connect you now / I'm connecting you now.

Giving negative information : 

■ I'm afraid the line's engaged. Could you call back later?

■ I'm afraid he's in a meeting at the moment.

■ I'm sorry. He's out of the office today. /

He isn't in at the moment.

■ I'm afraid we don't have a Mr./Mrs./Ms/Miss. ... here

■ I'm sorry. There's nobody here by that name.

■ Sorry. I think you've dialed the wrong number./

I'm afraid you've got the wrong number.

Telephone problems : 

■ The line is very bad ... Could you speak up please?

■ Could you repeat that please?

■ I'm afraid I can't hear you.

■ Sorry. I didn't catch that. Could you say it again please? Leaving / Taking a message :

■ Can I leave / take a message?

■ Would you like to leave a message?

■ Could you give him/her a message?

■ Could you ask him/her to call me back?

■ Could you tell him/her that I called?

■ Could you give me your name please?

■ Could you spell that please?

■ What's your number please?