how to speak english on the telephone with confidence

How to Use

English on the Telephone

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This guide will help you with business

telephone calls

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Good news!

To use English on

the telephone you

just need some

basic template

phrases for the

common tasks

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This guide includes how to:

make, answer, and receive phone calls in

English

avoid and solve communication problems

make arrangements

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Direct links to each section

Jump to: Make a call Answer & transfer a call Receive a call Make arrangements Avoid communication problems

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Use this guide as a reference OR

Learn 3 phrases every day for 1 month

Make a call

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Say who you are

This is [name]

It’s [name] informal

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Ask to speak to someone

Could I speak to [name], please?

Could you put me through to [name],

please?

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Leave a message

I’d like to leave a message for [name]

Could you ask [name] to call me back?

Could you tell [name] I called?

Can I give you my number?

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You get through to the wrong person

Sorry, is that [name]?

I’m sorry I think I’m through to the wrong

extension

I’m sorry, I think I’ve got the wrong

number

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Check if the person has time to talk

Is this a good time to talk?

Do you have five minutes?

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Explain why you’re calling

Good morning / afternoon / evening. I’m

calling / phoning … about our meeting / our latest offer / the

email you sent … to talk to you about … , to arrange a meeting,

to make a complaint, to …

I’m returning a call from [name]

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End the call I think that was all

That’s it, I think

I look forward to hearing from you soon/

meeting you soon

Speak to you/ see you/ I’ll be in touch soon

Thanks a lot. Bye

You’re welcome. Bye

Answer & transfer a call

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Answer the phone

Hello? informal

Hello, how can I help you?

Hello, [name of company]?

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Transfer a caller

One moment please, I’ll try to connect

you

Putting you through

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Ask caller to wait

Please hold

Would you like to hold the line?

Would you mind holding?

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You can’t put the caller through …

I’m sorry there’s no answer

I’m sorry the line’s busy / engaged

I’m afraid he/she’s on another call at the

moment

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The person the caller wants is not available

I’m afraid he/she’s … not available just now out of the office away on business

He/she should be back … at (time) on (date) Tomorrow

continued…

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Would you like to call back later?

Can I take a message?

Would you like to leave a message?

Would you like [name] to call you back?

Could I take your name and number,

please?

Receive a call

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Confirm who you are

[name] speaking

This is [name]

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Ask who is calling and why

May I ask who’s calling?

May I ask what this is about?

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Thank caller for returning your call

Thanks / thank you for calling back

Thanks for getting back to me

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You receive a call intended for someone else

I’m sorry, I think you’ve got the wrong

number

I think you were put through to me by

mistake

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You are busy

I’m sorry I’m on my way to a meeting

right now

Could I call you back in a few minutes?

This isn’t a good time. Can I get back to

you?

Make arrangements

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Ask for a meeting or appointment

Shall we meet next week?

Can we schedule a meeting for next

week?

Could we set up a meeting for [day]?

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Find a time and day

When would be convenient for you?

What day/ time would suit you?

How about/ What about [day]?

Could you manage the week after next?

Let me check my diary

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Suggest alternatives

I’m afraid I can’t make it then. Do you

think we could meet in the afternoon

instead?

Could we make it earlier/ later/ the

following day?

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Agree on a location

Shall we meet at …

Where would you like to get together?

Let’s meet in …

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Confirm arrangements

Right, so that’s 10.30 next Tuesday at

your office

Could you email me the details?

Avoid communication problems

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Technical problems

I’m afraid this is a very bad line

The reception is very bad here

Let me try and ring you back

I’m sorry, we were cut off

Sorry, the line dropped

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You don’t understand the caller I’m sorry, could you slow down a bit?

I’m afraid this is a bad line. Could you

speak, please?

I’m afraid I didn’t catch the first / last part

I’m sorry I didn’t get that. What was that

again?

Could you repeat that, please?

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Check the spelling

Let me spell that for you

Could you spell that, please?

Can I read that back to you?

Could you read that back to me?

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Confirm and summarise

Can I just check what we’ve agreed?

Let me see if I’ve got that right

Can I just summarise the details?

Learn more

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