Telephone Etiquette By: Malcolm Moore.

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Presentation transcript:

Telephone Etiquette By: Malcolm Moore

Answer the Phone After two or three rings with a friendly, business-like greeting. Example: “Hello, Staci Whitman speaking”

Smile Callers can tell, even if they cant see you.

Answer a phone for a colleague Take the name of the callers before transfer ring the call or handing it to the recipient. Example: “ May I say who is calling? One moment please. May I place you on hold?” Then don’t leave the caller on hold for more than 30 seconds.

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.

Voice Mail Most phones have voice mail. Make sure your message for incoming calls sounds professional. Example: “ Hello you’ve reached Tanisha Green. I’m not available to take your call. Please leave your name and number after the tone, and I will return your call as soon as possible.

If you will be out of the office for an extended period, change your voicemail 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 David Albritton calling. Is Professor Chen available.

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