Telephone Etiquette

TELEPHONE ETIQUETTE

TELEPHONE ETIQUETTE• The telephone is an indispensable business technology that makes keeping in touch and

doing business both efficient and easy. Whether at the office, in transit, or at home, there is no getting around having to use it to keep in touch with colleagues, make meeting arrangements, or broker business deals. Displaying proper telephone etiquette can be yet another way to set yourself apart as a smart and savvy job seeker or employee. Here are some pointers:

Telephone Etiquette

Answer the phone after two or three rings with a friendly, business-like greeting. Example: “Hello, Reginal Tenner speaking.”

Smile. Callers can tell, even if they can’t see you.

Telephone Etiquette If answering the phone for a

colleague, take the name of the caller before transferring the call or handing it to the recipient. Example: “May I ask who is speaking? One moment, please. May I put you on hold for just a minute.”

If you answer the phone for someone else, there is no need to explain why he or she can’t answer the phone. Simply say that your colleague is away from his or her desk or the office.

Don’t talk with food or gum in your mouth.

Speak clearly and slowly.

Telephone Etiquette

Most phones have voicemail. Make sure your message for incoming calls sounds professional. Example: “Hello, you’ve reached Reginal Tenner. I’m sorry that I wasn’t able to answer your call, but if you will leave your name and number after the beep, I will return your phone call as soon as possible.”

Telephone Etiquette

If you will be out of the office for an extended period, change your voice mail message to give callers instructions on how best to reach you.

When making calls, introduce yourself right away so the recipient knows whom they are talking with. Example: “Hello, this is Reginal Tenner calling. Is Professor Hide available?”

TELEPHONE ETIQUETTE

TELEPHONE ETIQUETTE

TELEPHONE ETIQUETTE

Telephone Etiquette

When leaving a message, speak slowly. Repeat your name and telephone number so that the recipient has time to write it down without replying the message.