40 phrases for telephone conversation in English

Essential phrases

1. Starting a Call

• "Hello, this is [Your Name] speaking."

  • Example: "Hello, this is John speaking. How can I help you today?"

• "Good morning/afternoon/evening, may I speak with [Name]?"

  • Example: "Good morning, may I speak with Sarah, please?"

• "Hi, it's [Your Name] calling."

  • Example: "Hi, it's Emily calling. I wanted to check in about our meeting tomorrow."

• "I hope you're doing well. This is [Your Name]."

  • Example: "I hope you're doing well. This is Michael, just calling to follow up on our last conversation."

• "Is this a good time to talk?"

  • Example: "Hello, is this a good time to talk? I have a quick question about the report."

2. Answering a Call

• "Hello, [Your Name] speaking."

  • Example: "Hello, Alice speaking. How can I help you?"

• "Good [morning/afternoon/evening], this is [Your Name]."

  • Example: "Good afternoon, this is Jack. How can I assist you today?"

• "Hi, how can I help you?"

  • Example: "Hi, how can I help you? This is Sarah."

• "Thanks for calling. [Your Name] here."

  • Example: "Thanks for calling. Tom here. What can I do for you?"

• "Speaking. Who's calling?"

  • Example: "Speaking. Who's calling? This is Mark."

3. Asking for Information or Clarification

• "Could you please clarify that?"

  • Example: "Could you please clarify that point about the meeting time?"

• "I didn’t quite catch that. Could you repeat it?"

  • Example: "I didn’t quite catch that. Could you repeat the address?"

• "Can you give me more details about...?"

  • Example: "Can you give me more details about the project deadline?"

• "Sorry, I’m not sure I understand. Could you explain again?"

  • Example: "Sorry, I’m not sure I understand the terms. Could you explain again?"

• "What exactly do you mean by...?"

  • Example: "What exactly do you mean by 'delayed shipment'?"

4. Handling Technical Issues

• "I’m having trouble hearing you. Could you speak up?"

  • Example: "I’m having trouble hearing you. Could you speak up a bit?"

• "The connection seems a bit unclear. Can you repeat that?"

  • Example: "The connection seems a bit unclear. Can you repeat the last part?"

• "I think there’s some background noise. Can you mute your mic?"

  • Example: "I think there’s some background noise. Can you mute your mic while I talk?"

• "The sound is breaking up. Can you call back?"

  • Example: "The sound is breaking up. Can you call back in a minute?"

• "There seems to be a delay. Can you wait a moment?"

  • Example: "There seems to be a delay on the line. Can you wait a moment while I check?"

5. Ending a Call

• "Thank you for your time. Have a great day!"

  • Example: "Thank you for your time. Have a great day!"

• "It was nice talking to you. Take care!"

  • Example: "It was nice talking to you. Take care!"

• "I’ll follow up with you soon. Goodbye!"

  • Example: "I’ll follow up with you soon. Goodbye!"

• "Thanks for your help. Talk to you later."

  • Example: "Thanks for your help. Talk to you later."

• "I’ll get back to you on that. Bye for now!"

  • Example: "I’ll get back to you on that. Bye for now!"

6. Promising Action or Following Up

• "I’ll take care of that right away."

  • Example: "I’ll take care of that right away and get back to you."

• "I’ll make sure to follow up on this."

  • Example: "I’ll make sure to follow up on this and keep you updated."

• "You can count on me to get it done."

  • Example: "You can count on me to get it done by the end of the day."

• "Let me look into it and get back to you."

  • Example: "Let me look into it and get back to you as soon as I can."

• "I’ll handle it and report back to you."

  • Example: "I’ll handle it and report back to you with the results."

7. Providing Updates

• "Here’s the latest update on [topic]."

  • Example: "Here’s the latest update on the project: we’re on track for the deadline."

• "I wanted to keep you in the loop about [topic]."

  • Example: "I wanted to keep you in the loop about the shipment—it’s been delayed."

• "As of now, [status update]."

  • Example: "As of now, we’ve completed 80% of the task."

• "Just a quick update: [new information]."

  • Example: "Just a quick update: the meeting has been rescheduled to 2 PM."

• "I’m checking in to let you know that [status]."

  • Example: "I’m checking in to let you know that the issue has been resolved."

8. Taking a Message

• "Can I take a message for [name]?"

  • Example: "Can I take a message for Sarah? She’s in a meeting right now."

• "Would you like me to pass on your message?"

  • Example: "Would you like me to pass on your message to John?"

• "Can I have your name and contact details?"

  • Example: "Can I have your name and contact details so I can get back to you?"

• "I’ll let [name] know you called."

  • Example: "I’ll let Peter know you called as soon as he’s available."

• "Would you like to leave a voicemail?"

  • Example: "Would you like to leave a voicemail, or would you prefer calling back later?"

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Bonus

Tips for Both Informal and Formal Conversations:

1. Speak Clearly and Slowly: It's important to articulate your words clearly, especially when you're not sure if the other person understands your accent or if the connection is not perfect.

   • Tip: If you’re unsure if they understand, don’t hesitate to ask them to repeat or clarify what they said.

2. Use Simple Phrases: Keep your sentences short and straightforward, especially when you're still learning. This makes it easier for both you and the listener to understand.

   • Example: "Can you repeat that?" or "What do you mean by that?"

3. Stay Calm and Don’t Rush: Phone conversations can sometimes be nerve-wracking, but take your time. If you need a moment to think, it’s okay to pause briefly before responding.

4. Practice Active Listening: Make sure you understand what the other person is saying. Nod or say brief responses like "I see," or "Got it," to show you're engaged, even if it's just a small acknowledgment.

5. Prepare in Advance: If you know you’ll be making a call (especially formal ones), jot down key points you want to mention or questions you need to ask. This helps you feel more confident.

Informal Phone Conversations:

1. Start with Casual Greetings: Informal conversations often begin with a relaxed greeting like "Hey, how’s it going?" or "What’s up?"

   • Example: "Hey! How’s your day been?"

2. Be Friendly and Relaxed: Feel free to use contractions and less formal expressions. It’s okay to ask questions or share personal stories, like "I was just at the coffee shop..." or "Have you seen that movie yet?"

3. Ending the Conversation Casually: Informal conversations usually end on a light note, such as "Talk to you soon!" or "Catch you later!"

   • Example: "Alright, I’ll talk to you later! Have a good one!"

Formal Phone Conversations:

1. Use Polite and Professional Greetings: Start with a formal greeting like "Good morning, this is [Your Name]. How may I assist you today?" or "Hello, this is [Your Name] speaking."

   • Example: "Good afternoon, Mr. Smith. How can I help you today?"

2. Be Courteous: Use polite phrases, such as "please," "thank you," and "excuse me," especially when asking for clarification or offering help.

   • Example: "Could you please clarify that?" or "Thank you for your time today."

3. Keep the Tone Professional: Even if you’re speaking to a friend or colleague, in a formal setting, your tone should remain polite and respectful. Avoid slang or overly casual expressions.

   • Example: "I’ll follow up on that and get back to you shortly."

4. Summarize and Confirm Information: To make sure everything is clear, summarize what has been discussed and confirm next steps. This is especially helpful in professional settings.

   • Example: "To confirm, you will send the document by Friday, correct?"

5. End with Gratitude: Formal conversations usually end with a polite expression, such as "Thank you for your time" or "It was a pleasure speaking with you."

   • Example: "Thank you for the information. I’ll be in touch soon."

Additional Tips:

• Don’t Be Afraid to Ask for Help: If you don’t understand something, it's okay to ask the other person to repeat themselves or speak more slowly.

  • Example: "Sorry, could you say that again more slowly?"

• Take Notes: Write down important points during the conversation, especially for formal calls where you may need to refer back to the information later.

By practicing these tips, you'll become more comfortable handling phone conversations in English, whether formal or informal.