How to Make a Phone Call, How to Speak [First Half]
Everybody, do you often pick up the phone when it is ringing at work? Do you know what to say in the
first place? Let us now study how to make a phone call and how to speak during the call.
Before making a call:
- 1. Check the other party’s information (phone number, company name, department)
Make sure the phone number matches your company name. Also, check the way the other person’s
name is spoken and the department, and write it down in a memo.
- 2. Review the telephone materials and summarize the purpose of the phone call in simple words.
Time is important in business, so if possible, speak the purpose of the call in an easy-to-understand
manner. Do print out the necessary materials beforehand. Also, organize the order of the materials according to the flow of the call. Be sure to keep necessary items (materials and memos) nearby or
near the phone.
- 3. Consider the time for the phone call
Call at the right time so as not to bother the other party. Please refrain from calling except for the
reception hours in the morning or noon. If you do need to make a phone call, say the cushion words (expressions) such as “I’m sorry for calling you this early in the morning”/ Asa hayaku osore irimasu or
“I’m sorry for your busy time”/ Oisogashii jikantaizai moushiwakegozaimasen.
