How to Receive and Answer a Telephone Call (Basic Protocol)
These are telephone manners that should be remembered as a member in society:
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- ・When receiving a call, remember that you are representing the company.
- ・When the phone rings, pick up the handset within 3 calls and give a polite greeting.
- ・If you pick up after a long call, do not forget to apologize by saying [Taihen omatase itashimashita].
- ・When transferring the call, do not forget to say [Shoushou omachi kudasai] before pressing the hold button. If the person-in-charge is absent to receive the transfer call, inform the speaker of the expected return time of the person-in-charge and ask, “Would you like to be contacted as soon as possible?”
- ・If you are unable to do the phone call by yourself, ask for assistance.
- Even if you are nervous at first, you will be able to organize the right words naturally after receiving several calls. Learn the examples and manners you need to remember when answering calls and try to gain as much experience as you can.
