English Phrases for Phone Calls at Work (with Example Calls)

Phone calls are harder than face-to-face conversations. You can't see the other person, the line may not be clear, and there is no time to think. The good news is that most work calls follow the same steps, so a small set of phrases covers almost everything.

Phone पर बात करना मुश्किल लगता है क्योंकि सामने वाला दिखता नहीं। लेकिन ज़्यादातर calls एक जैसे होते हैं, कुछ phrases से काम चल जाता है।

Answering a call

Good morning, Sharma Traders, this is Neha speaking. How can I help you?

Hello, this is Neha from the accounts team.

Say your name slowly. It is the word the caller most needs to hear.

Making a call

Hi, this is Vikram from Star Logistics. Could I speak to Mr. Iyer, please?

Hello, I'm calling about the order we placed last week.

Say who you are and why you are calling in your first two sentences. It saves time for both of you.

Asking someone to wait, or connecting the call

Situation	What to say
You need a moment	Could you hold for a moment, please? / One moment, please.
You are transferring the call	Let me put you through to our billing team.
The person isn't there	I'm afraid she's not at her desk right now. Can I take a message?
You come back to the call	Thank you for waiting.

When you didn't understand

This is the most useful part. Everyone mishears on the phone; good speakers simply ask.

Situation	What to say
You didn't catch something	Sorry, could you repeat that, please?
They are speaking too fast	Could you speak a little more slowly, please?
The line is bad	Sorry, the line isn't very clear. Could you say that again?
To check a detail	Just to confirm, that's order number 4-5-2-8, right?
To check spelling	Could you spell your name for me, please?

समझ न आए तो पूछना बिल्कुल ठीक है: "Sorry, could you repeat that, please?" यह polite भी है और professional भी।

Spelling names and numbers

Letters like B, D, P and T sound alike on the phone. Use a word for each one:

That's Mehta: M for Mumbai, E for Egg, H for Hotel, T for Tiger, A for Apple.

Say long numbers in small groups, with a short pause between them: "98-765-43210", not one long string.

Taking a message

Could I have your name and number, please?

I'll make sure he gets your message.

Is there a good time for him to call you back?

Ending the call

Is there anything else I can help you with?

Thank you for calling. Have a good day.

Thanks, Vikram. I'll send the details by email this afternoon. Bye.

An example call

Neha: Good afternoon, Sharma Traders, this is Neha. How can I help you?
Caller: Hi Neha, this is Vikram from Star Logistics. I'm calling about invoice 2216.
Neha: Sure. Could you hold for a moment while I find it?
Caller: Of course.
Neha: Thank you for waiting. I can see it here. It was paid yesterday, so you should see it in your account by tomorrow.
Caller: That's great, thanks.
Neha: You're welcome. Is there anything else I can help you with?
Caller: No, that's all. Thanks, Neha.
Neha: Thank you for calling. Have a good day.

Practise before the real call

Say your opening line out loud ten times. It is the sentence you say most, so it should come without thinking.
Practise "Sorry, could you repeat that?" until it feels natural. It saves many calls.
Practise spelling your own name, the way you would on the phone.

Read next: English phrases for meetings, and common Indian English mistakes to avoid at work.