How to Speak Nicely on the Phone

Step-by-Step Guide

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   Step 1: Say "Hello?"

   when you pick up.
   
   If it is not your own home phone say, "Hello, (last name) residence, may I ask who is calling?".
   
   Some feel a friendly "Hello?" is OK, but others like to address the place.
   
   See what fits you.
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   Step 2: Try to avoid putting someone on hold.

   If it happens that you are unable to find the person they are trying to call within 30 seconds to a minute of putting them on hold, apologize in a calm and polite tone of voice, "I'm sorry, John is unavailable right now.
   
   Would you like me to take a message and have John call you back, (callers name)?"
   
   A good way is to say: "They aren't able to come to the phone right now, would you like me to take a message?"
   
   "This is Jane, (state your relation to the person calling: friend, schoolmate, etc.) may I speak to John?" Say it in a calm, polite tone of voice. ,,
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   Step 3: If the person they are trying to call is not available

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   Step 4: say so.

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   Step 5: When making a call

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   Step 6: state your name if you are looking for someone other than the person who picked up.

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   Step 7: Introduce yourself with

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   Step 8: "Hello

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   Step 9: my name is Jane and I got this number from John

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    Step 10: I am calling about ..." if the person who picks up doesn't know you.

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    Step 11: Always end with

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    Step 12: "Thank you - Goodbye."

Detailed Guide

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