How To Answer Phone Calls In The Office

how to answer phone calls in the officeSo you’ve read our previous guide and now you want to know how to answer phone calls in the office.
Well you came to the right place! As professionals we’ve got a lot of experience in this area and we’re here to show you how to answer phone calls in the office masterfully, in an elegant and formal way.
Doing this right creates a great first impression for your company and is sure to get you new business more easily!

How To Answer Phone Calls In The Office: 8 Simple Steps

We’ve already talked about the essential keys that apply to any type of call, including a professional one, but for a business call there are unique steps and strategies that you should follow to really ace them!
We’ve gathered the very best tips on how to answer phone calls in the office and made a step by step guide for you to read.

Follow these 8 simple steps:

Answer before the third ring.
Never let the phone ring more than 3 times, it’s statistically proven that by that time most callers will either be annoyed or even hang up. Always try your best to answer as quickly as possible.

Keep it professional.
When answering business calls, the number one rule is always answer professionally. This means that your language has to be formal and clean, to start any conversation in the right way.

Always identify yourself.
At the office it is proper etiquette to make sure you introduce yourself to the caller. The way your introduction works differs from the department and position you are in but usually it should be something like: “Hello, thank you for calling XYZ, how may I help you?” or “Good morning. XYZ, Joan speaking, how may I help you?”. Keeping a warm and friendly tone in your voice works wonders too.

Speak slowly and clearly.
The worst thing that can happen in a business call is someone not understanding what you said and asking you to repeat yourself. To avoid this simply moderate how quickly you speak and properly enunciate the words.

Avoid fillers and informal lingo.
It’s rare but extremely appreciated. Replace the usual words in your informal vocabulary such as “Ok” and “No problem” for the much more professional “Very well” and “Certainly”. Train yourself to never use fillers as you speak, such as “Uh huh” and “Umm”, and get rid of the following useless filler phrases – “like” and “you know”.

Never use a speaker phone.
Using a speaker phone not only gives the caller the impression that you’re not focusing entirely on them but it also seems like the call isn’t private.

Keep a pen and paper nearby.
So simple and obvious yet many people forget this step. Write down any important info that you can gather while in the call.

Record a professional voicemail message.
If by any chance you miss the call, have a professional and well thought out voicemail message that provides the caller all the important information quickly and make sure it follows the previous vocabulary tips.


Follow these simple steps and your business will benefit from a great boost in image and, therefore, business!

Thank you for reading our guide on how to answer phone calls in the office.
We also recommend you to check out how to professionally start and end an email.
And, by popular demand, we’ve finally written an article about funny ways to answer the phone at work.
Feel free to leave any questions below!

49 Replies to “How To Answer Phone Calls In The Office”

  1. YES! I tell this to my team everyday and they keep forgetting it. I’m going to print this and glue it on every monitor! Very good work Don!

  2. Thanks for your post. Another point is that being a photographer involves not only issues in capturing award-winning photographs but in addition hardships in getting the best camera suited to your needs and most especially issues in maintaining the caliber of your camera. This is certainly very genuine and visible for those professional photographers that are straight into capturing this nature’s exciting scenes : the mountains, the actual forests, the actual wild or maybe the seas. Visiting these exciting places surely requires a digicam that can live up to the wild’s hard landscapes.

  3. I am really enjoying the theme/design of your blog. Do you ever run into any web browser compatibility problems? A number of my blog visitors have complained about my website not working correctly in Explorer but looks great in Firefox. Do you have any suggestions to help fix this problem?

  4. We are a group of volunteers and opening a new scheme in our community. Your website provided us with valuable info to work on. You have done a formidable job and our entire community will be thankful to you.

  5. One thing I’d like to say is the fact car insurance cancellations is a terrifying experience and if you are doing the appropriate things as being a driver you simply won’t get one. Many people do receive the notice that they have been officially dumped by their insurance company they then have to scramble to get further insurance after a cancellation. Low-priced auto insurance rates are frequently hard to get after having a cancellation. Understanding the main reasons concerning the auto insurance cancellations can help people prevent completely losing in one of the most critical privileges readily available. Thanks for the suggestions shared by means of your blog.

  6. Very nice post. I just stumbled upon your weblog and wanted to say that I’ve really enjoyed surfing around your blog posts. After all I will be subscribing to your feed and I hope you write again soon!

  7. Great blog right here! Additionally your web site a
    lot up fast! What web host are you the use of? Can I get your affiliate hyperlink on your host?
    I want my website loaded up as fast as yours lol

  8. Hey! This is my first visit to your blog! We are a collection of volunteers and starting a new
    project in a community in the same niche. Your blog provided us
    valuable information to work on. You have done a marvellous job!

  9. I don’t even understand how I stopped up here, but I thought
    this publish used to be great. I don’t understand who you’re but certainly you’re going to a
    well-known blogger if you happen to are not already. Cheers!

  10. Very nice post. I just stumbled upon your weblog and wished to
    say that I have really enjoyed browsing your blog posts.

    In any case I’ll be subscribing to your feed and I hope you write again very soon!

  11. Howdy exceptional blog! Does running a blog such as this take a massive amount work?

    I’ve absolutely no knowledge of computer programming but
    I was hoping to start my own blog soon. Anyway, should you have any suggestions or tips for new blog owners
    please share. I understand this is off subject but I simply wanted to ask.
    Appreciate it!

  12. great put up, very informative. I’m wondering why
    the opposite experts of this sector do not realize this.
    You should proceed your writing. I am sure, you’ve a huge readers’ base already!

  13. What i don’t realize is actually how you are not actually
    a lot more neatly-liked than you might be now. You are very intelligent.
    You know thus significantly relating to this topic,
    produced me individually consider it from so many varied angles.

    Its like men and women aren’t involved unless it is something to accomplish with Girl gaga!

    Your personal stuffs nice. At all times deal with
    it up!

  14. Thanks for this article. I will also like to talk about the fact that it can be hard when you find yourself in school and merely starting out to create a long credit ranking. There are many learners who are just simply trying to pull through and have a long or favourable credit history can often be a difficult thing to have.

  15. I’m extremely inspired together with your writing talents as neatly as with the layout in your blog.
    Is that this a paid topic or did you customize it yourself?

    Either way stay up the excellent high quality writing, it’s rare to
    see a nice weblog like this one nowadays..

  16. Renewing the LH contract is good for Edmonds. They have been instrumental in saving the taxpayers a lot of money. The purchase of Civic Field below market price is a good example. The negotiation of the Fire contract is an excellent example of helping Edmonds provide the best possible services at the lowest possible cost. That helped us save more then $1m annually.xIgnored

  17. Outsourcing might be a option when you need to pay attention to your core company and don’t have inside the skill to settle the social networking. S M M is a superb tool for every single brand in the modern times. It has also Enabled up with a number of social networking websites through which one can create a good name in online market.

  18. Thanks for your helpful post. As time passes, I have been able to understand that the actual symptoms of mesothelioma cancer are caused by your build up associated fluid between lining in the lung and the upper body cavity. The condition may start inside the chest location and distribute to other parts of the body. Other symptoms of pleural mesothelioma include weight loss, severe breathing trouble, vomiting, difficulty eating, and inflammation of the face and neck areas. It should be noted that some people having the disease will not experience almost any serious signs and symptoms at all.

  19. Hi there, I found your site by means of Google
    at the same time as searching for a related topic,
    your website got here up, it appears to be like good. I have bookmarked
    it in my google bookmarks.
    Hi there, simply become aware of your blog via
    Google, and located that it’s truly informative.

    I’m going to be careful for brussels. I’ll appreciate in the event you proceed
    this in future. Many other folks will likely be benefited out of your writing.

  20. What’s Taking place i’m new to this, I stumbled upon this I’ve discovered It absolutely helpful and it has
    helped me out loads. I’m hoping to give a contribution & assist other users like its helped me.
    Good job.

  21. I am not positive where you are getting your
    info, but great topic. I must spend a while finding out much more or working out more.

    Thank you for excellent information I was in search of this info for my

  22. Heya i am for the primary time here. I found this board and I find It truly useful & it helped
    me out much. I’m hoping to offer one thing back and aid others such as you helped me.

  23. What’s Going down i am new to this, I stumbled upon this I have found It absolutely helpful and it has
    aided me out loads. I’m hoping to give a contribution & help other customers like its helped me.
    Good job.

Leave a Reply

Your email address will not be published. Required fields are marked *