English for Phone Calls

Quick Answer: On the phone, say This is Ali speaking, not I am Ali. Use Could I speak to Sarah, please? to ask for someone, Can I take a message? to offer help, and Sorry, could you repeat that? when you don't understand. Spell names with clear examples like B for bravo, and always confirm important details at the end.

Key takeaways

• Introduce yourself with This is Ali or Ali speaking, never I am Ali.
• Ask for someone with Could I speak to..., please? and offer help with Can I take a message?
• Use repair phrases without embarrassment: Sorry, could you repeat that? and Sorry, you're breaking up.
• Check numbers that sound alike: fifteen has stress at the end, fifty at the start.
• Spell names letter by letter with a code word, such as D for delta, E for echo.
• Finish by confirming: So, just to confirm, the meeting is on Monday at 10 am?

Answering the phone

Personal calls:

• Hello?
• Hi, Mehmet here.

Work calls:

• Good morning, Bright Design. Elif speaking. How can I help you?
• Sales department, this is Tom.

Saying who you are

• Hi, this is Ayşe from ABC Company.
• Hello, it's Can. (informal)

Common mistake: On the phone, English speakers rarely say I am Ayşe. Use this is or it's.

Asking for someone

• Could I speak to Mr. Brown, please?
• Is Sarah there, please?
• I'd like to speak to someone in customer service.
• Can you put me through to the accounts department?

Responses when connecting someone

• Who's calling, please?
• One moment, please.
• Hold on, I'll put you through.
• I'm afraid she's not available at the moment.
• He's on another call. Would you like to hold?
• She's out of the office today.

Taking and leaving messages

Offering:

• Can I take a message?
• Would you like to leave a message?
• Can I ask her to call you back?

Leaving a message:

• Yes, please. Could you tell him that Ali called?
• Could you ask her to call me back? My number is 0532 555 0147.
• Please tell him the meeting has moved to Thursday.

Explaining why you are calling

• I'm calling about my order.
• I'm calling to confirm my appointment.
• The reason I'm calling is to ask about the job advertisement.

Problems on the line

These phrases are essential. Never be afraid to use them.

Problem	Phrase
You didn't hear	Sorry, could you repeat that?
They speak too fast	Could you speak a bit more slowly, please?
Bad connection	Sorry, you're breaking up.
Very quiet	Could you speak up a little?
Line lost	I think we got cut off.
Need to check	Sorry, did you say fifteen or fifty?

Fifteen and fifty are easy to confuse. In fifteen, the stress is on the end: fif-TEEN. In fifty, the stress is at the start: FIF-ty. See numbers in English.

Spelling names and numbers

Names are often hard to understand on the phone. Spell them with clear examples.

• That's Y-I-L-M-A-Z. Y for yellow, I for India, L for London, M for Mike, A for apple, Z for zebra.

Many businesses use the NATO phonetic alphabet: Alpha, Bravo, Charlie, Delta, Echo, Foxtrot, Golf, Hotel, India, Juliett, Kilo, Lima, Mike, November, Oscar, Papa, Quebec, Romeo, Sierra, Tango, Uniform, Victor, Whiskey, X-ray, Yankee, Zulu.

For phone numbers:

• Say each digit separately: 0532 is oh five three two. In American English, people often say zero instead of oh.
• Double numbers: 55 is double five in British English, five five in American English.
• Group numbers in threes or fours and pause between groups.

Turkish letters on the phone

If your name has Turkish letters like ş, ç, ğ or ı, explain them simply.

• My name is Gülşen. It's G, U with two dots, L, S with a little tail underneath, E, N.
• In English these are called the u with an umlaut and the s with a cedilla.
• Some people simply spell the English version on the phone and write the correct Turkish spelling by email.

Ending the call

• Thanks for calling.
• Is there anything else I can help you with?
• I'll send you an email with the details.
• Talk to you soon.
• Have a nice day. Bye.

Before you hang up, confirm details: So, just to confirm, the meeting is on Monday at 10 am?

Sample dialogue

Receptionist: Good afternoon, Green Hotel. How can I help you?

Caller: Hi, this is Murat Demir. I'm calling about my booking for next week.

Receptionist: Of course. Could you spell your surname, please?

Caller: Sure. D-E-M-I-R. D for delta, E for echo, M for Mike, I for India, R for Romeo.

Receptionist: Thank you. I can see a double room from the 14th to the 16th.

Caller: That's right. Could I change it to the 15th to the 17th?

Receptionist: Let me check. Yes, that's fine.

Caller: Great. Just to confirm, that's the 15th to the 17th?

Receptionist: Exactly. Is there anything else I can help you with?

Caller: No, that's everything. Thanks a lot. Bye.

Leaving a voicemail

Hi, this is Zeynep Kaya from Blue Sky Travel. I'm calling about your flight booking. Could you call me back at 0212 555 0193? I'm available until 5 pm today. That's 0212 555 0193. Thanks, bye.

Note: call me back on a number is British; Americans usually say call me back at a number.

Common mistakes

Mistake	Better
I am Ali.	This is Ali.
Can you give me Mr. Brown?	Could I speak to Mr. Brown, please?
Wait.	Just a moment, please.
I didn't understand. Again.	Sorry, could you repeat that?
Who are you?	Who's calling, please?

Tips to feel more confident

1. Prepare. Write down what you want to say and the questions you might hear.
2. Have paper ready to write names, dates and numbers.
3. Ask for repetition. It is completely normal.
4. Confirm at the end. Repeat the key information.
5. Practice listening to natural English. Our guide on how to improve your English listening helps.

Polite language is just as important on the phone as in person. Read how to make polite requests in English, and practice everyday conversations in the free LearnLingo course.

People Also Ask

How do you answer the phone in English?

In personal calls, say Hello? At work, give your company and name: Good morning, Bright Design, Elif speaking. How can I help you?

How do I say who I am on the phone?

Say This is Ali or Ali speaking, not I am Ali. In British English you may also hear It's Ali here.

Why are phone calls hard in a second language?

You cannot see the speaker's face or gestures, the sound quality is often poor, and there is pressure to reply quickly. Set phrases and asking people to repeat help a lot.

How do I leave a voicemail in English?

Say your name, the reason for your call, your number and when you are available. Speak slowly and repeat your number at the end.

Related Reading

• English for Work Meetings
• How to Make Polite Requests in English
• How to Improve Your English Listening
• Business Email Phrases