Business phone calls must be polite and handled appropriately.

However, if you have little experience in answering the phone, you may be in trouble because you do not know how to respond correctly.

Therefore, in this article, we will introduce how to make an appropriate phone call without being rude to the other party.

It is a must-see for those who want to know the basic etiquette when answering the phone and who want to get the hang of it.

What is the correct way to make a call

It is important to prepare in advance when calling a customer or business partner at a company.

Here are four things you should do before making a call.

Advance preparation 1: Prepare writing utensils and memos

Do not miss or forget important information when conversing with others.

So make sure you have a writing utensil and notes handy before you call.

Take notes on the information you hear while talking on the phone and repeat it back if necessary to make sure you have heard it correctly .

Preparation 2: Be aware that you are the representative of the company

It is not uncommon for a single employee’s telephone response to affect the impression of the company as a whole.

Therefore, when making a phone call at a company, it is necessary to keep in mind that you are a representative of the company.

Please answer the phone responsibly.

Preparation 3: Speak in a bright tone

Since telephone communication is done only by voice, it is easy to make a bad impression if you respond in a dark tone.

Respond with a voice that is one tone brighter than usual.

Preparation 4: Actively pick up the phone

In this article, we will explain how to make a phone call.

If you take a lot of calls, you can learn how to make a business from the conversation of the other party.

It may be a good idea to take care of all incoming calls addressed to your company.

Explanation of telephone etiquette and appropriate response methods

Once you’ve made all the necessary preparations, it’s time to make the call.

Here, we will explain how to make a phone call and basic manners, so let’s check them in order.

Pay attention to the time of day you call

Make the call during the other person’s business hours.

However, try to avoid times when the other person is likely to be busy, such as after holidays or at the end of the month, as much as possible .

If you cannot avoid contacting them during these hours, it is good business etiquette to add a word at the outset.

Clearly state your company name and name

When making a phone call, it is important to clearly state your name and company name at the beginning .

Speak loudly and clearly so that the other person does not hear you back.

Communicate your requirements concisely

When calling, keep your details brief.

Even if you explain at length over the phone, there is a possibility that it will not be understood well because it is only voice communication.

If that happens, it will be a waste of each other’s time, so if you are not familiar with how to make a phone call, make a note of what you need to do before you make a call .

Leave a message if the other person is not available

If the other party is not available when you call, please leave a message if necessary.

When asking for a message, it is important to be as concise as possible.

put down the handset

Gently hang up the handset when ending the call.

If you place it roughly, the other party may make a loud clattering sound, so it is polite to press the hook with your finger before putting down the receiver .

Use cushion words

Cushion words are words that are added to softly convey sentences that may give a harsh impression if they are conveyed as they are.

Specifically, the following words correspond to cushion words.

• I’m really sorry but
• Excuse me
• sorry to trouble you
• If it’s not a problem
• did not agree
• If you do not mind 

In business, you can communicate comfortably with your partner by making good use of these cushion words.

Once you have mastered the basics of how to make a phone call, be sure to check out the cushion words.

summary

I explained how to make a business phone call. Advance preparation is essential for a smooth response.

In particular, if you forget to prepare writing utensils and memos, you may misinterpret the information you get from the other party, so be careful .

It is also important to consider the time of day you call and how you communicate your requirements.