How to Make Business Calls in English

Making and receiving business calls in English can seem daunting, but with a few tips and examples, you’ll be able to handle them with confidence.

Making Phone Calls

Introducing Yourself

When making a business call, it’s important to introduce yourself clearly and professionally. State your name and the company you’re calling from. For example:

• “Hello, this is [Your Name] from [Company Name].”
• “Good morning/afternoon, my name is [Your Name] and I’m calling from [Company Name].”

When the Person You Want to Speak to is Unavailable

If the person you want to speak to is unavailable, you can ask when they will be available or if there is someone else who can help you. For example:

• “Is there a good time to call back?”
• “Is there someone else I can speak with?”

Dealing with Bad Connections

If you’re experiencing a bad connection, it’s important to let the other person know. You could say something like:

• “I’m sorry, the connection is bad. Can you hear me okay?”
• “I’m having trouble hearing you. Can we try calling again?”

Receiving Phone Calls

Answering the Phone

When answering a business call, it’s important to answer professionally. You could say something like:

• “Good morning/afternoon, [Company Name], [Your Name] speaking.”
• “[Company Name], how may I help you?”

Getting the Name of the Caller if He/She Doesn’t Give it to You

If the caller doesn’t give their name, you can politely ask for it. For example:

• “May I have your name please?”
• “Could you tell me your name?”

Responding to a Caller’s Request

When responding to a caller’s request, it’s important to listen carefully and provide a clear and concise response. If you need more information or time to respond, let the caller know. For example:

• “I’d be happy to help with that.”
• “Let me look into that for you.”

Asking Someone to Wait on the Line

If you need to put someone on hold, it’s important to ask politely and let them know why. For example:

• “Could you hold for a moment while I check on that for you?”
• “Would you mind holding for a moment?”

Taking a Message

If you need to take a message for someone, make sure to get all the necessary information such as the caller’s name, phone number, and reason for calling. For example:

• “Can I take a message for [Person’s Name]?”
• “Could you please leave your name and number and I’ll have [Person’s Name] return your call?”

Ending the Call

When ending a business call, it’s important to thank the caller and end on a positive note. You could say something like:

• “Thank you for calling [Company Name]. Have a great day!”
• “It was nice speaking with you. Goodbye!”

With these tips and examples, you’ll be able to handle business calls in English with confidence.