TELEPHONE ETIQUETTE

Telephone is an indispensable business technology that makes

keeping in touch and doing business both efficient and easy.

Answer the phone after two or three rings with a friendly, business- like greeting.

Ex: “Hello, Lashundra Readus speaking.”

SMILECallers can tell, even if they can’t see you.

If answering the phone for a colleague, take the name of the caller before transferring the call or handing it to the recipient.

Ex: “May I say who is calling?”

If you answer the phone for someone else, there is no need to explain why he or she can’t answer the phone.

Simply say that your colleague is away from his or her desk or the office.

NO GUM CHEWING!! Don’t talk with food or gum in your

mouth.

Speak clearly and slowly.

VOICE-MAIL Make sure your message for incoming

calls sounds professional.

Ex: “Hello, you’ve reached Lashundra Readus. I’m not available to take your call. Please leave your name and number after the tone, and I will return your call as soon as possible.”

VOICE-MAIL MESSAGE If you will be out of the office for an

extended period, change your voice mail message to give callers instructions on how best to reach you.

INTRODUCING YOURSELF When making calls, introduce yourself

right away so the recipient knows whom they are talking with.

Ex: “Hello, this is Lashundra Readus calling. Is Professor Johnson available?”

LEAVING MESSAGES When leaving a message, speak slowly.

Repeat your name and number so that the recipient has time to write it down without replaying the message.