How to Answer the Phone Politely

Answering the phone politely is an essential aspect of communicating with others. It isn't difficult to do. Simply practice some basic principles of etiquette, and you'll create a pleasant experience for yourself and the caller.

Instructions

1. Smile before you answer the phone. When you smile, it makes a difference in your voice, and you will sound friendlier to the caller.

2. Take a deep breath before speaking. This will help to control volume, speed and tone. Clear your mind for a moment so you can give the caller your complete attention.

3. Answer the phone by saying, "Hello." If you're answering the phone in your workplace, determine how you will complete the greeting, and keep it short. For example, you might say "Hello, John speaking," or "Hello, orders department, can I help you?"

4. Politely ask, "May I ask who's calling?" if the caller doesn't identify herself.

5. Respond with "Just a moment, please," if you need to transfer the call to somebody else, and then transfer the call quickly.

6. Inform the caller, "I'm sorry, he isn't available right now, may I take a message?" if the intended recipient of the call isn't available. Write the caller's message, including his name and phone number, so that the call can be returned.