Making a Phone Call in English: Phrases and Tips
Lesson Table of Contents
- Starting the Call
- Asking if Someone is Available
- Leaving a Message
- Asking for Clarification
- Ending the Call Politely
- Example Conversation: Making an Appointment
Click Here for Step-by-Step Rules, Stories and Exercises to Practice All English Tenses
Talking on the phone in English can feel a little tricky, but don't worry! In this lesson, we'll go step by step through the process of making a phone call. You'll learn useful phrases and tips to sound natural and confident.
Starting the Call
If you're calling a friend or someone you know:
You can be more casual.
Example:
You: Hey, John! It's Lisa. How are you?
John: Hey, Lisa! I'm good. How about you?
Starting the Call
When you call someone, it’s important to start politely.
✅ If you're calling a friend or someone you know:
You can be more casual.
Example:
📞 You: Hey, John! It’s Lisa. How are you?
📞 John: Hey, Lisa! I’m good. How about you?
Why? Because it sounds a little rude or uncertain. Instead, introduce yourself first.
✅ If you're calling a business or someone formal:
Use polite phrases.
Example:
📞 You: Hello, this is Sarah from ABC Company. May I speak to Mr. Johnson, please?
📞 Receptionist: One moment, please.
Why? Because it sounds too direct. Adding “please” makes it more polite.
Asking if Someone is Available
If you’re calling for a specific person, you need to ask if they are available.
✅ Polite ways to ask:
✔️ May I speak to [name], please?
✔️ Is [name] available?
✔️ Could I talk to [name], please?
Leaving a Message
If the person isn’t available, you might need to leave a message.
✅ Polite ways to leave a message:
✔️ Could you please tell [name] that I called?
✔️ Can you ask [name] to call me back at [your number]?
✔️ Please let [name] know I’ll try again later.
Example:
📞 Receptionist: I’m sorry, Mr. Johnson is not in right now.
📞 You: No problem! Could you please tell him that Sarah from ABC Company called?
Why? Because they sound too direct or demanding.
Asking for Clarification
If you didn’t hear something clearly, don’t panic! Just ask politely.
✅ Polite ways to ask someone to repeat:
✔️ I’m sorry, could you repeat that?
✔️ Could you say that again, please?
✔️ Sorry, I didn’t catch that. Can you say it again?
Example:
📞 You: Sorry, could you repeat the last part? I didn’t hear you clearly.
📞 Other person: Sure! I said we can meet at 3 PM.
Why? Because they sound too abrupt.
Ending the Call Politely
When you’re done, don’t just hang up! Use a polite ending.
✅ Ways to end the call nicely:
✔️ Thanks for your time! Have a great day.
✔️ It was great talking to you! Take care.
✔️ I’ll talk to you soon. Bye for now!
Example:
📞 You: Alright, thanks for your help! Have a great day.
📞 Other person: You too! Bye.
Example Conversation: Making an Appointment
Situation: Emma needs to book a doctor’s appointment, but she’s not sure about available times. She calls the clinic to schedule an appointment and leaves a message when the doctor is unavailable.
Correct and Polite Phone Call
Receptionist: Good morning, Dr. Thompson’s office. How can I help you?
Emma: Hi, this is Emma Carter. I’d like to schedule an appointment with Dr. Thompson, please.
Receptionist: Sure, Emma. What day and time work best for you?
Emma: I’m available on Wednesday or Thursday in the afternoon. Do you have any open slots?
Receptionist: Let me check… I’m sorry, but Dr. Thompson is fully booked on Wednesday. However, we have a 3:30 PM appointment available on Thursday.
Emma: Hmm, 3:30 PM might be a little early. Do you have anything later?
Receptionist: Let me see… Yes! There’s a 5:15 PM slot on Thursday. Would that work for you?
Emma: Yes, that’s perfect! Thank you.
Receptionist: Great! I’ve booked your appointment for Thursday at 5:15 PM.
Emma: Thank you! Oh, one more thing—if I need to reschedule, how should I do that?
Receptionist: Just give us a call at least 24 hours in advance, and we’ll be happy to reschedule.
Emma: Got it! Thanks for your help. Have a great day!
Receptionist: You too! Bye.
See Also:
- Conversations to Practice English: Casual Acquaintances
- Ordering Food at a Restaurant – American English Conversations + Role Play Activity
- ESL Speaking Games for Adults: The Key to Breaking Language Barriers
- Great Role Plays for ESL Students
- Teaching English Conversation
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