Your complete guide to speaking English on the telephone.
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One of the most important Business English skills is how to make a call, receive or transfer a phone call.
This guide will show you all the basic and standard sentences you need to learn, or you can just refer to the various sections whenever you need.
I hope it helps you feel more confident the next time you have to use the phone or take part in a conference call in English.
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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
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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
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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?
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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?
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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?
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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?
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