by Laura Jones
Updated on January 5, 2024
4 tips for talking on the phone in English
Talking on the phone in English can be intimidating, no matter what your level of English is. This is because you can only rely on your listening skills, and you can’t see the other person’s facial expressions or gestures. Because of this, it’s especially important to speak and communicate clearly on the phone. Additionally, talking on the phone often requires more formal language than everyday conversation does, as we are usually exchanging important information. Let’s learn how to talk on the phone in English with these four easy tips.
Preparing before making a phone call can be extremely helpful for many people who are learning English. Write down why you’re making the phone call and what you want to get out of it. Perhaps you’re calling to ask a question or to make an appointment. We’re not telling you to write a script! You can’t predict what the other person will say. However, writing some bullet points will help you remember what you wanted to talk about.
Now we’re going to think about how to talk on the phone professionally. If you’re calling someone in a business context, introduce yourself with your name, the name of your company and the department if necessary. If you’ve spoken to the person before, remind them of that, especially if it’s a business call. This is something you can practice and prepare before the call to make sure you get off to a good start, which will help you feel more confident during the rest of the call.
Hello, this is James Atkins from HelloNoodle. I work in the marketing department.
Hi Mark, this is Sarah Coolidge from Express. We spoke last Wednesday.
If you’re calling a reception area of a larger company, or if you’re using a general line, ask for the person or department you want to speak to immediately.
When you are the person answering a call, it’s a good idea to state your name when you pick up in a business context.
When you reach the right person, state the reason for your call straight away and request any information you need.
It can be awkward to know how to end a call, so here are some phrases to help you do that. Firstly, here are phrases if you called someone:
And here are some phrases if someone called you:
And you can always say, ‘Have a nice day!’ at the end of the call.
Practicing active listening is crucial during a phone call. There’s a huge temptation to start thinking about the next thing you need to say, but this is distracting and it means you’ll often miss information from the other person. The number one piece of advice is to not get distracted. Don’t scroll on your computer, don’t doodle, don’t think about lunch; just listen.
Another way to practice active listening is to use verbal – like ‘um’ and ‘ah’. This helps the person talking know that you’re still listening. You can also ask questions or repeat things that the person says in order to check you’ve understood.
A little planning goes a long way so make sure to note down a couple of phrases and the goal of your phone call before you start. Practice introducing yourself and some of the phrases to say why you’re calling and to ask for what you want. Remember to listen carefully throughout the conversation, and make sure to say goodbye politely. It’s as easy as that!
