13 Phrases for Phone Calls
Knowing what to say on the phone in English can be challenging. You can’t use body language, and sometimes the connection isn’t clear. Mastering a few key 13 phrases for phone calls will help you sound confident and polite, whether you’re making a business call or chatting with a friend.
Common Phrases for Phone Calls
Here is a list of 13 essential phrases, grouped by when you would use them during a conversation.
Answering the Phone
- Hello, this is [Your Name] speaking.
- Meaning: A standard and professional way to answer, immediately stating who you are.
- Example: “Hello, this is Maria speaking.”
- Good morning/afternoon, [Company Name], how can I help you?
- Meaning: The standard formal greeting for a business or office phone.
- Example: “Good afternoon, Hello English, how can I help you?”
- Hi [Caller’s Name], how are you?
- Meaning: A friendly, informal way to answer a call from someone you know.
- Example: “Hi David, how are you?”
Introducing Yourself and Connecting
- May I ask who’s calling?
- Meaning: A polite way to ask for the caller’s name.
- Example: “Mr. Smith is busy, may I ask who’s calling?”
- I’m calling about…
- Meaning: Used to state the reason for your call clearly at the beginning.
- Example: “Hello, I’m calling about the job advertisement.”
- Could I speak to [Person’s Name], please?
- Meaning: A polite request to be connected to a specific person.
- Example: “Could I speak to the manager, please?”
- One moment, please. I’ll put you through.
- Meaning: You are asking the caller to wait while you connect them.
- Example: “One moment, please. I’ll put you through to the sales department.”
During the Conversation
- I’m afraid he/she isn’t available at the moment.
- Meaning: A polite way to say the person is not there. “I’m afraid” softens the message.
- Example: “I’m afraid Ms. Davis isn’t available at the moment.”
- Would you like to leave a message?
- Meaning: A standard offer to take a message for the unavailable person.
- Example: “Would you like to leave a message?”
- Could you please repeat that?
- Meaning: Use this when you didn’t hear or understand something clearly.
- Example: “I’m sorry, the line is bad. Could you please repeat that?”
- Let me read that back to you.
- Meaning: A very useful phrase to confirm important information like phone numbers or addresses.
- Example: “So that’s 555-1234. Let me read that back to you.”
Ending the Call
- Thank you for calling.
- Meaning: A polite and professional way to end the conversation.
- Example: “Thank you for calling, have a good day.”
- I look forward to hearing from you.
- Meaning: A professional way to end a call when you expect a follow-up.
- Example: “Okay, I’ll send the email now. I look forward to hearing from you.”
Dialogues in Context
Let’s see how these 13 phrases for phone calls work in real situations.
Dialogue 1: Formal Business Call
- Receptionist: “Good morning, Tech Solutions, how can I help you?”
- Caller: “Hello, could I speak to Anna Lee, please?”
- Receptionist: “May I ask who’s calling?”
- Caller: “This is Ben Carter.”
- Receptionist: “One moment, please. I’ll put you through… I’m afraid she’s in a meeting. Would you like to leave a message?”
Dialogue 2: Informal Call
- You: “Hello?”
- Friend: “Hi Sam, it’s Chloe!”
- You: “Hi Chloe, how are you?”
- Friend: “Great! I’m calling about the party tonight. What time should I come?”
When to Use Different Phrases: Quick Tips
- Speak Clearly: Phone connections can be poor. Pronounce your words slowly and clearly.
- Identify Yourself: Always say who you are at the start of a call, especially in formal situations.
- Don’t Be Shy to Ask for Repetition: It’s much better to ask “Could you please repeat that?” than to misunderstand important information.
- Confirm Information: Use “Let me read that back to you” to avoid mistakes with numbers or email addresses.
With these 13 phrases for phone calls, you can handle most telephone conversations with confidence. Try practicing them the next time you make or receive a call in English
