When answering the phone, you may be wondering how to tell the other person if the person in charge is off.

In the first place, is it okay to say that it’s a day off?

There are so many things to worry about.

Also, when the company is on holiday, it is a common case that it is difficult to answer the phone.

In this article, we will specifically explain how to respond when the person in charge is off or the company itself is on holiday.

How to properly handle business calls when the person in charge is absent

First of all, there is no problem in telling the other party on the phone that the person in charge is on vacation or absent.

However, it is important to communicate politely so as not to violate business etiquette .

First, apologize to the person on the phone for not being able to answer the call.

There is no problem if you say , “I’m sorry. ○○ (the name of the person in charge) is taking a day off today.”

If you are on vacation, it is important to let the other person know that you are on vacation. If you hide the reason why you can’t answer the phone, the other party may contact you many times, or your feelings may get worse.

After telling the person in charge that they are closed, we will confirm the future correspondence.

Let’s check whether the person in charge will call you after the holidays, contact you by email, or just leave a message .

If you are just out of your seat, it would be kind of you to let the other person know when you will be back in your seat.

If you don’t know how long it will take for the person in charge to return, or if there is a possibility that you will be busy with other correspondence even if you return, there are cases where it is better not to tell the other party the time.

Basically, it would be a good idea to apologize for being absent, confirm future correspondence, and inform the time when the person in charge will return if necessary .

How to handle phone calls when the company is closed

Even though the company itself is closed, there may be cases where you have to answer the phone.

In this case as well, be honest and tell the other party that the company is closed.

You can say, “Today, the company itself is closed, and I’m the only one at work.”

If it is difficult for you to respond to the other party’s inquiry by yourself, you can say, “I’m sorry, but please let me check with the company after the holidays . “

Avoid contacting the person in charge who is absent from work unless it is an urgent matter.

If you create a memo for answering phone calls and leave it on the desk of the person in charge, you can check it after the holidays.

Canario: Achieving operational efficiency by entrusting responses to AI

Canario is a cloud-based call forwarding service provided by NEC Networks & System Integration.

There is no need for employees to answer the phone because AI will relay the call based on the name.

In addition to relaying the name of the person in charge to the AI, it is also possible to make simultaneous calls to pre-registered group numbers .

If you introduce Canario, even if someone, such as a boss or a colleague, is on holiday, another employee can smoothly follow up on the phone.

Also, by setting business hours , it is possible to ask AI to answer the phone only during the specified time. With this feature, even if the company is on holiday, someone will not have to answer the phone.

Answering the phone is essential in business, but it’s mentally tough to be busy answering the phone until holidays.

However, the burden may be reduced by using Canario.

If you would like to know more about NEC Networks & System Integration’s Canario, please feel free to contact us.

summary

If one of your employees is on vacation, it is important to inform them in a business-friendly manner.

First, apologize that the person in charge was on vacation and couldn’t answer the phone, and then confirm how you will respond in the future.

Even if the company itself is on holiday, tell the other person the truth as it is. Please be aware that if you cheat strangely, it may affect the company’s impression.

When employees are on vacation or when the company itself is on holiday, it is recommended to let Canario’s AI handle phone calls.

Please feel free to contact us if you are interested in detailed functions and price plans.