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Business Phone Call Phrases: A Complete Reference

From answering the phone to transferring, taking a message, and wrapping up the call, here are the essential phrases for English phone calls.

Answering the phone

"Hello, this is [name] speaking." β€” the standard way to identify yourself when picking up.

Asking who is calling

"May I ask who’s calling?" β€” a polite way to ask the caller to identify themselves.

Transferring the call

"I’ll put you through to the sales team." β€” used when connecting the caller to another department or person.

Asking someone to hold

"Could you hold on for a moment, please?" β€” used to ask the caller to wait briefly while you check something.

When the person is unavailable

"I’m afraid he’s not at his desk right now." β€” used to let the caller know the person they want is away.

Offering to take a message

"Would you like to leave a message?" β€” offered when the person the caller wants is unavailable.

Saying you will call back

"I’ll call you back as soon as possible." β€” used when you cannot talk right away and will return the call later.

When the connection is bad

"Sorry, the line is really bad. Could you repeat that?" β€” used to ask someone to repeat themselves due to poor call quality.

Wrong number

"I’m sorry, I think you have the wrong number." β€” a polite way to let a caller know they have dialed incorrectly.

Confirming information

"Let me just confirm that. You said your name is ~, is that right?" β€” used to double-check information the caller just gave you.

Ending the call

"Thank you for calling. Have a great day!" β€” a polite way to wrap up the conversation.

Flagging something urgent

"This is quite urgent, so please call me back as soon as you can." β€” used to signal that a quick response is needed.

Why phone calls feel harder than other conversations

A phone call strips away facial expressions and body language, leaving voice as your only channel, which tends to make it feel more nerve-wracking than a video or in-person conversation. The upside is that phone calls rely heavily on a fairly limited, repeatable set of set phrases, so learning the common ones ahead of time lets you respond far more naturally in the moment.

How to prepare for a phone call in English

Before an important call, it helps to jot down short sentences covering what you want to say, along with a clarifying phrase like "Could you repeat that?" for when you do not catch something. If the line is unclear or you do not understand, honestly asking the other person to repeat themselves is the best way to avoid a misunderstanding.

Frequently Asked Questions

What should I say if I cannot catch someone’s name on the phone?

Asking "Could you spell that for me, please?" lets the other person spell the name out letter by letter β€” especially useful for names with tricky pronunciation.

Is there more business English phrase content on this site?

Yes, check out the business email phrases guide for more situational business English expressions.