How to answer a phone call

Written by kristine brite
  • Share
  • Tweet
  • Share
  • Pin
  • Email
How to answer a phone call
Answer the phone quickly for good customer service. (Ryan McVay/Photodisc/Getty Images)

The way you answer the phone can make your company lose customers or can make friends and family delay calling you. An improper answer, including mumbling, using slang or answering after too many rings all speak volumes about your business or your household. Train all employees to answer the phone professionally in an office or business, and train your entire family to answer the phone politely at home.

Skill level:
Moderately Easy

Other People Are Reading

Instructions

  1. 1

    Prepare to answer the phone as soon as you hear it ringing. Set aside any tasks and turn down any distracting background noise to give the caller your full attention.

  2. 2

    Answer the phone by the third ring so that the caller doesn't hang up or so you don't make the caller wait.

  3. 3

    Pick up the phone, or press the "Talk" button located on the handset to answer. Promptly greet the caller. If you're working in an office or business, use a standard greeting, such as "Thank you for calling (name of business or department). How may I help you?" If you're at home, your greeting can be more casual, a simple, but clear "Hello" will suffice. Some families answer the phone with the last name of the family followed by "residence," for example, "Smith residence." Alternatively, you can let callers know who you are immediately by answering with your first name, for example, "This is John."

  4. 4

    Speak loudly and clearly through the greeting and throughout the phone call. Do not scream, but make sure that the caller can hear you.

  5. 5

    Listen carefully to the caller so you can direct the call to the correct person or answer the caller's question. If you have trouble hearing the caller, adjust the volume on your phone to turn it up, or if the caller is loud, turn the handset volume down.

Tips and warnings

  • If you're answering the phone for work, follow all protocols set by your company for answering the phone. If your company doesn't have an official protocol, ask an immediate supervisor if the phone should be answered with a standard greeting.

Don't Miss

Filter:
  • All types
  • Articles
  • Slideshows
  • Videos
Sort:
  • Most relevant
  • Most popular
  • Most recent

No articles available

No slideshows available

No videos available

By using the eHow.co.uk site, you consent to the use of cookies. For more information, please see our Cookie policy.