Phone Etiquette 012: Speak Clearly

When talking to someone over the phone, speak clearly with your normal voice volume. There is no need to raise your voice unless the other party has trouble hearing you. In this case, try speaking directly into the phone’s mouthpiece.

Phone Etiquette 011: Don’t Interrupt

Interrupting someone in the middle of a sentence (or even after) is annoying. This can easily be avoided by allowing a few seconds before talking back at the other party. If this ever happens, acknowledge your mistake and apologize quickly.

Phone Etiquette 010: Return or Hold?

Sometimes it is better to tell someone that you will return their call rather than having them hold for too long. If you think that your conversation on the other line will take a little longer, tell the other caller that you will return their call instead.

Phone Etiquette 009: Putting Calls On Hold

Always ask for the other party’s permission before placing them on hold. Leaving abruptly is rude and the person you are talking to most probably will drop the line.

A quick “Can I put you on hold for a second?” will do. Remember to say thank you before leaving the conversation.

Phone Etiquette 008: Business Calls

Introduce your self and state the nature of your call when you are calling a place of business. Even if you are a customer, a client, or a business partner, the person that will answer your call might not recognize you at once. For example:

“Hello, this is John and I’m calling regarding the job opening that I saw on the newspaper today. Can you connect me to someone who can help me with this?”

Phone Etiquette 007: Take Messages

When someone calls and asks for somebody that is not available to talk on the phone, it is always polite to ask who the caller is and if he/she would like to leave a message. If you are too busy, asking for a name and number and tell the caller that his call will be returned.

Phone Etiquette 006: Record Your Own Voicemail Message

Never use the default voicemail greeting of your phone. Recording your personalized greeting with your own voice will put the caller at ease, letting them know that your voicemail will be checked.

Follow your phone’s instructions on how to record your voicemail. Before recording, write down what you want to say so you will not be confused in the middle of the message. Here are some helpful details to note in your voicemail message.

• Your name and position (if on a business phone)
• Working hours (if on a business phone)
• Date
• Best time to call
• Alternative phone number (cellphone, home phone, etc.)

Phone Etiquette 005: Call Time

In general, phone calls should not be made before 7am and after 9pm so as not to disturb the person you are trying to reach. Avoid calling during lunch and dinner hours as well. Also, consider different time zones if you are calling another country or state.

In addition, business calls should be made during office hours, which is usually 9am to 5pm.

Phone Etiquette 004: Be Brief

Make it brief when calling busy people. This apply specially to business calls. Keep unnecessary details and remarks to a minimum so as not to take much time from the other party.

To help you further, write down notes or bullet points of what you would like to say before making the actual call.

Phone Etiquette 003: Talking While Eating

Everyone knows that talking while eating is considered rude – in person and in phone conversations. Aside from producing annoying chewing sounds, it will be hard for the other party to understand what you are saying if you are eating and trying to talk at the same time.

DO NOT make a call while you are eating. If someone calls you while you are eating, then politely say that you will call them back.