How to Be Polite on the Phone

Step-by-Step Guide

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   Step 1: When calling

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   ,,, ,,, If necessary, ask the caller to repeat the message and to spell his/her name.
   
   Always read the telephone number back to the caller to make sure you wrote it down correctly. ,,, , say, " To whom do you wish to speak?" Do not tell him/her your name. , or "Who's calling, please?" or "May I tell him/her who's calling?" Say, "Just a moment, please," set the phone down, and find the person who is wanted on the phone rather than yelling for him/her. ,,,,,,
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   Step 2: identify yourself right away - even with good friends.

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   Step 3: Call back if you are the caller and the phone gets disconnected.

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   Step 4: If someone is on the phone and you must speak to him/her

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   Step 5: say "Excuse me

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   Step 6: can I talk to you for a minute?

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   Step 7: When you are on the phone and you need to speak to someone else

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   Step 8: "Please excuse me

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   Step 9: I need to answer a quick question."

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    Step 10: Refrain from asking questions or making comments about a phone conversation that takes place in your presence but does not concern you.

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    Step 11: When you call someone

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    Step 12: ask if it is a good time to talk or if you should call back later.

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    Step 13: If a phone conversation goes on longer than is convenient

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    Step 14: "May I call you later?"

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    Step 15: Try not to call after 9:30pm or before 9:00am unless it is urgent.

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    Step 16: Always offer to take a message

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    Step 17: write the message down

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    Step 18: and give it to the right person.

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    Step 19: When taking a phone message

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    Step 20: be sure the message is clear to you.

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    Step 21: Try not to make calls during the dinner hour.

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    Step 22: If you must answer the phone during a meal

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    Step 23: tell the caller you are eating and ask to call him/her back when you have finished your meal.

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    Step 24: When you answer the phone

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    Step 25: and someone asks for you

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    Step 26: "This is she

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    Step 27: " or "This is he."

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    Step 28: When someone asks

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    Step 29: "Who's this?"

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    Step 30: When someone calls

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    Step 31: "Who is this please?"

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    Step 32: Choose whether or not to return unsolicited messages or voice mails.

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    Step 33: If you receive a solicitation call

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    Step 34: state that you are not interested

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    Step 35: say thank you

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    Step 36: and hang up.

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    Step 37: Do not carry on an extended phone conversation when you are visiting or you have a visitor.

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    Step 38: When waiting for a call

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    Step 39: say so at the beginning of a phone conversation.

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    Step 40: Acknowledge partners or spouses when you phone.

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    Step 41: When using a public phone

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    Step 42: be aware of others who may need to use the phone and keep your conversation brief.

Detailed Guide

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