How to Answer Business Phone Calls

Answer your business phone the best possible way.

Every company needs to answer business calls well. When a phone call comes into a business, the professionalism with which the person receiving the call answers and deals with the query will often determine whether or not the customer chooses that business. Businesses should train their workers to use a well thought-out, consistent approach when answering the phone.

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Instructions

- 1
  
  Remember at all times to speak politely and clearly, and to avoid slang. The caller should be able to understand every word that is said on the phone call. Slang is unprofessional and creates a bad first impression.
- 2
  
  Greet the customer with energy and confidence with a "good morning", " good afternoon", or "hello".
- 3
  
  Identify the company name. This reassures the customer that he or she has reached the correct business.
- 4
  
  Identify yourself by using your name. A first name only is fine -- and is, in fact, often recommended for security and privacy reasons, especially if the business operates in a sensitive field.
- 5
  
  Ask the customer how you can help. Listen carefully to the reply. If you can deal with the question or inquiry yourself, do so politely and promptly. If you need to connect the caller to someone else within your company, explain to the caller that this other person deals with the area in which they are interested. If your coworker is unavailable, ask the caller whether he or she would like to be placed on hold, leave a message or call back later.
- 6
  
  If the caller wishes to leave a message with you, be sure that you take down the message correctly and that you have all the relevant details (phone number, name, nature of inquiry) needed to enable your coworker to call them back.
- 7
  
  Remain courteous at all times. When the caller is ending the call, thank him or her for calling and wish them a good day.

Tips & Warnings

If your business has a very long name, use a shortened version.

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Photo Credit answering image by sumos from Fotolia.com

Comments

Mike Jul 29, 2011
thanks for your information it really helps me a lot......

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How to Answer Business Phone Calls

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