Phone Conversation

This article contains structures on how to communicate while making and receiving phone calls in both formal and informal way.  This will help us to understand the way people respond to different situations when leaving or taking a message, asking them to wait, and respond to misdialed calls.


MAKING A CALL

INTRODUCTION (FORMAL)

Hi / Hello. This is (your name) from (company name).

Ex: This is Gary from ZoomFin Financial Services.

My name is (your name). I’m calling from (company name).

 Ex: Hello, my name is Ganesh. I’m calling from ZoomFin Financial services.

INTRODUCTION (INFORMAL)

 Hi / Hey. It’s (your name).

 Ex: Hey Annie, it’s Gary. How’s it going?

 How are you?

 Good, thanks. Great, thanks.

 What about you?

 What’s up? Not much. The usual.

ASKING FOR SOMEONE (FORMAL)

May I speak to (person’s name)?

Ex: May I speak to Douglas Adams?

Could I speak with (person’s name), please?

Ex: Could I speak with Mary Smith, please?

I’d like to speak to (person’s name), please?

Ex: I’d like to speak to Vijay Kumar, please.

Could you put me through to technical support, please?

LEAVING A MESSAGE

Could you take a message for him?

 I’d like to leave her a message.

 Please ask her to call me back.

 Could you ask him to call me back?

 Please tell him that I’m in town.

 Please let her know that I would like to meet her.

TELLING THE CALLER TO WAIT (FORMAL)

 Please hold.

 Let me transfer you.

 I’ll put you through now.

 I’m connecting you now.

 TELLING THE CALLER TO WAIT (INFORMAL/SEMI-FORMAL)

 Just a moment.

 Hold on.

 Hang on a second.

SAYING SOMEONE ISN’T AVAILABLE (FORMAL)

 I’m sorry, he’s on another call right now.

 I’m sorry, she’s not here today.

 I’m afraid he’s not available at the moment.

 I’m afraid she’s left for the day. He’s not in his office right now.

 She’s out of town.

 He’s not home right now.

 She isn’t back from work yet.

MISDIALED CALLS

 I’m sorry, there’s nobody here by that name.

 I think you’ve dialed the wrong number.

HAVING DIFFICULTY WITH A CALL (FORMAL)

 Sorry, I can’t hear you very well.

 Could you speak a little more loudly, please?

 Could you speak up a little?

 Would you mind speaking a little more slowly?

 Could you repeat that?

 Could I call you back, please? It looks like we have a bad connection.

I didn’t catch what you just said.

 I’m sorry, what was that?

 Can you say that again?

 Can I call you back?

 Sorry, you’re breaking up.

RESPONDING TO A REQUEST

Yes, I’d be happy to. Sure, no problem.

 I’ll email you the details right away.

 Sorry. I can’t do that.

 I’m afraid I don’t have that information.

 I’ll have to get back to you on that.

ENDING THE CALL (FORMAL)

It was nice talking to you.

Thank you for your help.

Thank you for your time.

 Thanks for calling.

 Have a nice day.