Quick Answer: What Are The Do’S And Don’Ts Of Telephone Etiquette?

How do you start a call?

You should first offer a greeting to the person who answers, such as hello or hi.

These days, most people have Caller ID, but you should still introduce yourself unless the person on the end of the line greets you by name.

If you’re calling someone who you know fairly well, your name may be enough..

Do and don’ts in telephone conversation?

The Dos and Don’ts of Telephone EtiquetteDO – Smile when you talk to people. … DON’T – Be distracted. … DO – When you answer the phone, greet the caller warmly and advise who they are talking to. … DON’T – Shout or whisper. … DO – Speak clearly. … DON’T – Leave the caller on hold for too long. … DO – Make the caller feel welcome.

Who should hang up the phone first?

The receiver should always hang up first, never the caller. The caller called the receiver, and should to stay on the line until the receiver is satisfied that the call is complete.

What are examples of telephone etiquette?

Picking up the phone right away might leave you flustered.Immediately introduce yourself. … Speak clearly. … Only use speakerphone when necessary. … Actively listen, and take notes. … Use proper language. … Remain cheerful. … Ask before putting someone on hold or transferring a call. … Be honest if you don’t know the answer.More items…•

What should be avoided while being on a call?

Let’s take a look at the top ten things you should avoid doing when you answer the phone:Skip The Speaker Phone. … Ditch The Chewing Gum. … Avoid Distractions. … Eliminate Inconsistencies. … Limit Background Noises. … Don’t Whisper. … Don’t Shout. … Do Not Use Poor Equipment.More items…•

How do you politely ask for a call?

I would say “When you have time, can you call me?” Or “I want to talk to you in more detail about (something) so would you mind calling me?” Or “I rather talk then text, would you be okay calling me instead” These are just a couple ways to ask.

How a receptionist should answer the phone?

How Should Receptionists Answer the Phone? 6 Essential Etiquette RulesAnswer promptly and merrily: Answer in an upbeat tone and avoid leaving callers waiting.Thank the caller for contacting the business: Express gratitude and remind the caller who they’re ringing to start the call on a positive note.More items…•

Why is it important to use good telephone techniques during contact with clients?

Good telephone skills retain customers. People are more likely to do business with you again if your telephone conversations with them are pleasant and helpful. If you provide a frustrating telephone experience, customers are more likely to do business elsewhere.

What is the importance of telephone etiquette?

One of the most important elements of customer service is telephone etiquette. It is vital to let your customers know you are listening to them and genuinely care about what they have to say. This helps to build customer loyalty, which leads to repeat business.

Should I call you or can I call you?

The first two questions are very similar. “What should I call you?” is more polite than asking “What can I call you?” but the meanings are the same. These questions are much less common than “What is your name?” “How can I call you?” is the way you might ask someone for their phone number.

What should I say when answering the phone?

Greet the caller in a friendly tone. Say something like, “Hi Steve, how are you?” Even if the number is private or concealed, it’s important to answer the caller in a friendly way. Say, “Hello, may I ask who’s calling?”

How do I get out of call at work?

If you really want to get out of on-call, tell your manager that your life situation doesn’t allow you to do it for non-work hours. Be mysterious and imply things, if you have to. For example, “you know I live with someone, right?

Why is it important to answer the telephone promptly?

Answering telephone calls is an important and crucial part for any business. … If a call has been transferred from a colleague to yourself, answer the phone call promptly with your name – This will enable a personal and friendly greeting so the caller can gather whom they’re talking to straight away.

What are the two things we must do while talking on the telephone?

10 telephone etiquette tips you should keep in mindWhen you’re speaking over the phone remember to smile, sound upbeat and keep your communication short.Greeting.Take permission and be polite.Identify self and the organisation.Clarity.Purpose of the call.Know your timeline and keep it short.Avoid fillers and keep it interesting.More items…•

What are the basic telephone skills?

Telephone skills:Positive Tone.Answering business calls.Putting callers on hold.Preparation & research.Controlling the conversation.Leaving them satisfied.Mastering the body language.Adjusting your voice.More items…•

How do you handle a patient phone call?

Reduce the number of rings before rolling to voice mail. … Tell patients when to expect action or a call back. … Equip staff to handle calls effectively. … Secure a portal for patient communication. … Provide patients with educational materials they can reference at their leisure. … Provide patients with a summary of the visit.

What is business telephone etiquette?

Examples of phone etiquette By speaking clearly and calmly, you’re also telling them that they have your undivided attention. Listening and taking notes: Rather than rushing a caller, proper etiquette involves listening to their concerns or requests while jotting down any information you deem necessary.

What is a telephone etiquette?

What is phone etiquette? Phone etiquette is the way you use manners to represent yourself and your business to customers via telephone communication. This includes the way you greet a customer, your body language, tone of voice, word choice, listening skills and how you close a call.

What things can go wrong when you speak on the phone?

5 Things that often go wrong on phone calls and how to successfully avoid themNot being prepared to leave a voicemail. … Not being fast enough to write down a number from the voicemail. … Forgetting to press mute. … Please Hold the line … … The introduction. … 20 Things Most People Learn Too Late In Life.

How can we improve telephone etiquette?

To improve your phone etiquette and ensure your customers receive an excellent experience, implement the nine tips outlined below.Know WHO is Calling and WHY. … Speak With an Inviting Tone. … Match Your Caller’s Pace. … Be Extra Helpful & Enthusiastic. … Ask Permission. … Say Thank You! … Confidence is Key.More items…•