Unfortunately, one of the advantages of the telephone serves as a disadvantage when it comes to phone introductions: the inability to see the other party’s face. This means your entire first impression falls solely on your words and tone. Accordingly, when introducing yourself over the phone it is important to create a presentation that is clear and to convey a friendly demeanour. You must give the person on the other end of the phone an idea as to why you are calling and create a desire to continue the conversation.
Identify yourself at the onset of the call. An example of a proper identification is, “Hello, my name is (your name).” When you are introducing yourself on a business call, use both your first and last name and professional title, such as doctor or reverend, if it is related to the purpose of the call. When you are introducing yourself for a personal call, it is OK to use just your first name.
Ask to speak with the person for whom you are calling by saying, “May I speak with (person’s name)?” Do not assume you are speaking with the correct person. If the person has already identified himself upon answering the phone, confirm that you heard the correct name before continuing. Make sure to listen to how the person introduced himself and repeat his name exactly as spoken including any professional titles and titles such as Mr., Mrs. and Miss.
Introduce yourself again when the person for whom you are calling comes to the phone if he is someone other than the person who answered the phone.
State the purpose of your call. This includes the company or organisation affiliation where applicable. An example of a proper statement includes, “I am calling on behalf of (company/organisation name) in regard to (reason for the call).”
When making a personal call to someone you recently met, begin the conversation by reminding the person when and where you met, for example, “We met Wednesday at the park.”
Speak clearly and slowly and at a moderate volume when introducing yourself. Additionally, smile while talking to convey that you are happy and friendly. Listen carefully to the person who answers the phone. If he answers the phone by stating his name such as, “Hello, (name) speaking,” make sure to use the person’s name in your introduction, “Hello (repeat name), my name is (your name).” Ask the person whether he has a moment to speak with you before starting the conversation. Do not assume the person can speak with you just because he answered the phone.