Business Phone Call Etiquette

Proper etiquette is a must when making professional phone calls.

As a professional, it's essential to know how to properly communicate over the phone. Following rules of etiquette when making and receiving calls will make a great impression and build a favorable reputation.

Introductions

Answer the phone with a pleasant voice, stating the name of the company, your name and a phrase such as, "How may I help you?" Your name and the business name should be included in the voicemail greeting.

When calling clients or colleagues, begin by stating your name and the company name.

Speaking Clearly

When talking to a client or colleague, refrain from eating and drinking, and speak directly into the phone. This ensures clear, effective communication and shows attentiveness.

Placing Calls on Hold

Ask the caller's permission before placing him on hold. Return to the phone every 30 seconds to let him know the status of his request and how soon that request can be fulfilled.

Leaving Voice Messages

State your name clearly, along with the time, day and date of the call. Keep the message brief and to the point. Provide a return phone number, repeating it twice.

Returning Phone Calls

Return calls quickly, within 24 hours if possible. Your voicemail greeting should state that all calls will be returned as soon as possible.

References

• Salary.com: Telephone Manners

Resources

• Side Road: Business Phone Etiquette