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A simple guide to modern telephone etiquette
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- Making a Call |
- Answering a Call |
- Video |
- Q&A |
- Tips
Most of us use the telephone on a daily basis, but we may not always know how. Etiquette coach Tami Claytor worked with us to give you some helpful steps for better phone experiences. If you're more interested in the technical side of using your phone, check out this guide .
Using a Telephone
- Turn off the TV and make sure background noise is limited whether you're making or receiving a phone call.
- Greet the person on the other end of the call and make sure the person who made the call states the purpose of the call.
- Respond to the caller's intent, then you can both end the call by saying "Thank you; good-bye."
Steps
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Mute or turn off the television before attempting to use the phone. Most background noise is detrimental to the call and will prevent the person on the other end from hearing you clearly.
- This wikiHow article focuses more on the etiquette side of making a phone call; read this wikiHow article for the more step-by-step approach.
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Pick up the receiver and dial the number you want to reach. Most home phones are all-in-one, meaning they aren't like office phones that have a separate receiver and dial pad.
- The number you're trying to reach may require some additional input from you. For example, if you're calling a different country , you have to add the country number to the beginning of the call.
- If you don't get an answer within the first few rings, allow the line to ring at least five times before hanging up. This gives the other party enough time to finish (or interrupt) whatever they may be doing and come to the phone. If you called just to chat, hang up at five rings, otherwise it may get bothersome to the other party.
- If you want to leave a voicemail, stay on the line. Note that the person you're calling may be able to send your call to voicemail by pressing a button (such as the volume down or hang up button, depending on their phone model) if they aren't able to answer.
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If possible, ask anyone you call if it is a good time to be calling. Do not simply launch into a monologue without checking to see whether the other person is busy. [1] X Expert Source Tami Claytor
Etiquette Coach Expert Interview -
State the purpose of the call. You want to make sure the other person knows why you're calling early in the conversation.
- If you're not calling family or friends, introduce yourself; you don't want to assume every person or business you call has caller ID and knows who you are.
- If you're calling as a business, read this wikiHow article for tips on making effective business calls.
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Thank the other person before you finish the call. Some phones will end the call when you hang up the phone receiver, but others require you to press an "End Call" button on the phone, which usually is red and looks like a phone hanging up.
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Use an appropriate greeting. This changes depending on whether you're using the phone professionally or personally.
- Professionally
Use an approved company greeting when answering a business call. Do not just say "Hi," as some callers will consider this unprofessional.
- For example, many businesses use "Hello, it's Jane from BusinessExample. How can I help you?"
- A tip is to smile when you answer the phone; even though the caller on the other end doesn't see your smile, they will hear it.
- Personally Say "Hello" or however you greet people in a formal manner. If the caller ID shows someone you know, you can use a more casual greeting, like "Hey".
- Professionally
Use an approved company greeting when answering a business call. Do not just say "Hi," as some callers will consider this unprofessional.
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Listen to the caller's intent and respond appropriately. After the greeting, the caller should continue with pleasantries or get to the point of the call.
- They called you with a specific reason in mind, and you should wait for them to mention it.
- In a professional setting, it's best to repeat their question as a sentence to make sure that you heard the caller's concern correctly.
- When you answer their question, speak clearly without mumbling and without speaking too quickly so you sound confident in your reply. [2]
X
Expert Source
Patrick Muñoz
Voice & Speech Coach Expert Interview
- When you answer their question, speak clearly without mumbling and without speaking too quickly so you sound confident in your reply. [2]
X
Expert Source
Patrick Muñoz
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Thank the other person before you finish the call. Once you hear the reason for the phone call, you can address it and end the call. If you're in a professional setting, there might be more steps you need to take before you can end the call, like making sure the caller is satisfied and doesn't have any more questions.
- Some phones will end the call when you hang up the phone receiver, but others require you to press an "End Call" button on the phone, which usually is red and looks like a phone hanging up.
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Join the Discussion...
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My top essentials for phone etiquette, worth using time and time again:
At Polished Message Etiquette (PME) sessions, I Christine, often say:
Your voice is your presence, especially when there is no handshake or eye contact to support it.
Your phone etiquette may seem simple, yet it often determines whether someone feels seen, heard, or dismissed. Whether answering a call in a professional or personal setting or returning a message. These thoughtful cues that make all the difference.
From a PME perspective, here are a few essentials I return to again and again:
1. Answer with awareness. A rush or distracted "Hello?" can send the wrong signal. Take a breath. A simple visual is counting 1-5 silently, significantly pausing. Breathe, smile (yes, it can be heard), then pick up with presence.
2. Tone is posture made audible: What we say matters: however, how we say it often matters more. Choose a tone that reflects poise not pressure. Avoid speaking too loudly or too softly, articulate and enunciate your words with intention. Clear and concise. (You want your listener to understand, correct?)
3. Greet with clarity: A "Good morning, this is Christine" instantly sets a professional tone. Avoid abrupt phrases as "Yeah? or "Who is this?"
4. Know your space: Be thoughtful of your surroundings.Avoid answering when distracted, driving, or in a noisy environment. If you must answer acknowledge the limitation and offer to call back.
5. Close with style: Avoid rushing to end the call. One of the best ways is "Thank you for calling" or "I look forward to following up." This leaves a lasting impression.
Phone etiquette is more than being perfect. It sounds as if you genuinely desire to be in the conversation. You are creating a space for respectful, meaningful words the resonates with the listener. Presence, even over the phone, can be felt... A beautiful gift of conversation.
At Polished Message Etiquette (PME) sessions, I Christine, often say:
Your voice is your presence, especially when there is no handshake or eye contact to support it.
Your phone etiquette may seem simple, yet it often determines whether someone feels seen, heard, or dismissed. Whether answering a call in a professional or personal setting or returning a message. These thoughtful cues that make all the difference.
From a PME perspective, here are a few essentials I return to again and again:
1. Answer with awareness. A rush or distracted "Hello?" can send the wrong signal. Take a breath. A simple visual is counting 1-5 silently, significantly pausing. Breathe, smile (yes, it can be heard), then pick up with presence.
2. Tone is posture made audible: What we say matters: however, how we say it often matters more. Choose a tone that reflects poise not pressure. Avoid speaking too loudly or too softly, articulate and enunciate your words with intention. Clear and concise. (You want your listener to understand, correct?)
3. Greet with clarity: A "Good morning, this is Christine" instantly sets a professional tone. Avoid abrupt phrases as "Yeah? or "Who is this?"
4. Know your space: Be thoughtful of your surroundings.Avoid answering when distracted, driving, or in a noisy environment. If you must answer acknowledge the limitation and offer to call back.
5. Close with style: Avoid rushing to end the call. One of the best ways is "Thank you for calling" or "I look forward to following up." This leaves a lasting impression.
Phone etiquette is more than being perfect. It sounds as if you genuinely desire to be in the conversation. You are creating a space for respectful, meaningful words the resonates with the listener. Presence, even over the phone, can be felt... A beautiful gift of conversation.
Community Q&A
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QuestionWhat are the numbers for on this telephone?Community AnswerThe number one in a phone number connects you to the phone line network if it's a long distance call. The first set of three numbers connects you to the area of the country you are trying to reach. The second set of three numbers connects you to the section within the area code you need to reach, and the third set of four numbers is the phone number of the party's phone that is within the area.
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QuestionWhat are some reasons sweethearts use the phone?Community AnswerSweethearts use the telephone is to say "I love you" and to check on each other.
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QuestionShould you call your relatives to let them know you’re coming (so you don't show up unannounced)?Community AnswerYes! That's a great way to utilize the telephone! Your family will be very happy.
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Tips
- Always say good bye at the end of the call. [3] X Expert Source Tami Claytor
Etiquette Coach Expert InterviewThanks - If a person does not answer by five rings, assume that they are talking on the phone to another caller via call waiting.Thanks
- Have a pen and paper handy, or be ready at the keyboard to write down or type any addresses, phone numbers, dates, or other important facts that might be discussed during the call.Thanks
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Warnings
- Make sure that background noise is kept to a minimum during the call - including music, television, pets, and children.Thanks
- Be aware that if the other person says, "Well, I'd better let you go", this is code for "You are talking too much and I need to hang up!"Thanks
- Do not chew gum, eat food, drink, or go to the bathroom while on the phone.Thanks
- Do not throw the telephone, drop it, or allow it to become dislodged and fall to the floor - the noise can be very rude to the person on the other end.Thanks
- Do not use the phone for abusive purposes. Harassing others with obscene or prank phone calls is not appropriate, and it may be illegal.Thanks
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