1-2 Talking on the phone. On the phone. 1. Hello, this is Ichiro Kimura of ABC Corporation. =Hi! I m Ichiro Kimura of ABC Corporation.
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1 1-2 Talking on the phone On the phone 1. Hello, this is Ichiro Kimura of ABC Corporation. =Hi! I m Ichiro Kimura of ABC Corporation. 2. My name is Hitomi Kobayashi from ABC Foods in Japan. 3. Is this the Purchasing Department? EX) Yes, what can I do for you? 4. May I speak to Mr. Brook? = Could I speak to Mr. Brook? = I'd like to speak to Mr. Brook. = Is he around, please? 5. Please connect me to Mr. Scott. = Could you put me through to Mr. Scott? 6. Would you please connect me to the Export Department? 7. Could you please connect me to extension 890? 8. I'd like to talk to someone in the Sales Department. 9. May I talk to the person in charge of the shipment? = May I talk to the person in charge of the shipment please?
2 1-2 Talking on the phone On the phone 1. Is this the right number to inquire about invoices? 2. I'm calling to talk about the meeting next week. = I d like to confirm about meeting. 3. I need to contact him immediately. = I need to get in contact with him right away. = I need to speak with him as soon as possible. 4. There's something urgent. = It's urgent. 5. Do you have time to talk now? = Is this a convenient time for you to talk? EX) I'm sorry, but I'm busy right now. 6. Should I call back? = Do you want me to call back? EX) No, I'll call you back in an hour. 7. I'm returning your call. =I ll call you back 8. Sorry that I couldn't return your call yesterday. =Sorry, I did not return to your call.
3 Response on the phone 1. ABC Corporation. May I help you? = ABC Corporation. Good morning. May I help you? EX) Yes, I'd like to speak to Mr. Smith in the Sales department. 2. May I have your name, please? = Who's calling, please? = May I ask who's calling? 3. Sorry, I can't hear you very well. 4. Please speak a little louder. EX) Okay. How about that? 5. Could you speak slowly, please? 6. You have the wrong number. = I think you got the wrong number. 7. You have dialed the wrong number. = Please check the number and dial again. 8. I'll put you through to Mr. Sato. = I ll connect you to Mr. Sato. Please wait. 9. I'll connect you to the person in charge. EX) Thank you. I ll just wait.
4 Response on the phone 1. Mr. Frank Joyce is on line too. 2. Hello, Sato speaking. = Hello, this is Mr. Sato speaking. 3. May I speak to Mr. Suzuki, please? EX) Speaking. 4. Sorry, I didn't catch your name. = Would you please say it again? = You said your name was? 5. Could you spell your name, please? = How do you spell your name, please? 6. Let me confirm. You are Mr. Dole of XYZ Company - is that correct? = Just to confirm, you are Mr. Dole of XYZ Company- am I right? 7. Hold on, please. = Just a moment, please. 8. May I talk to Ms. Veda? = May I speak with Ms Veda Please. EX) There's no one named Veda here. There's no one here by that name.
5 In case that you cannot reach the person 1. May I speak to Mr. Murata? EX) Sorry, he s on another line right now. His line is busy right now. 2. Would you like to hold? = His line is busy. Would you like to hold? EX) No, thank you. I ll just call back later. Yes, I ll just hold on. 3. He s not on his desk right now. = He s away from his desk at the moment. = He s not available at this time. 4. He s not here right now. = He s out right now. = He s out of the office right now. 5. I m sorry, but she s in a meeting right now. 6. He s in a meeting with a client right now. = He has a meeting right now. 7. I m sorry; he s tied up at the moment. 8. Sorry, he can t answer the phone right now. = Sorry; he can t answer your call right now. 9. He s out for lunch. = He has a business dinner with Mr. Wang. 10. He will be back shortly.
6 In case that you cannot reach the person 1. He s on a business trip. = He s out of town. 2. He s away on business this week. = Sorry; he is on vacation this week. EX) Then I ll call him back next week. 3. He s left for the day. = He won t be back in the office today. 4. Is Mr. Ando still in the office? EX) He s gone home for the day. I m afraid he s gone home for the day. 5. He s off today. = He s on a leave for 2 weeks. 6. He s on vacation. 7. When is he coming back? = When do you expect him back? = Do you know when he will be back? EX) He will be back in an hour. 8. What time will he be back? = By what time he will be here? EX) He ll be back in the afternoon. 9. He is just having a short break. = He will be here by an hour.
7 Receiving & leaving a message 1. May I take a message? = Shall I take a message? = Would you like to leave a message? = Is there any message for him? EX) No, thank you. I'll call back later. 2. May I leave a message? = Is it Okay if I will leave a message for him? = Can I leave a message for him? EX) Sure, go ahead. 3. Could you call back later? = Would you mind calling him back later? = Could you call back after an hour? 4. I'll call back later. = I'll try again later, 5. I'll call again in the afternoon. 6. Please tell him I called. = Please inform him that I called. 7. Would you tell him that Makoto Fujita called? 8. I'll tell him that you called. 9. Please tell him to call me back. = Please tell him to make a return call. = Could you ask him to call me back?
8 Receiving & leaving a message 1. May I ask his address? 2. I'll tell him to call you back. = Please tell him that I called. This is urgent. 3. Let me confirm your name and telephone number. 4. May I have your name again, please? 5. May I have your number? = Your number, please. 6. My number is = This is my number. Let him call me. 7. Let me repeat. Your number is , right? 8. He can reach me at that number until six o'clock. = I m available on that number until 6:00 o clock. 9. I'll be in the office until seven o'clock. 10. How can he reach you? EX) I'll be in the office for another hour or so. 11. Please tell him to call on my cellular phone. = Tell him to contact me on my mobile phone. = He can call me through my mobile phone.
9 Conveying a message ~ 1. Did I get any phone calls? = Did somebody call me? 2. Any phone calls while I was out. EX) You had two calls. There were two calls for you. 3. Any phone calls during the meeting EX) You had two calls. 4. Did Ms. Ford call me? EX) Yes, she called twice. 5. Mr. Tamura of ABC Bank called. = You had a call from Mr. Tamura of ABC Bank. 6. Did Mr. Smith call me? EX) Yes, he left a message for you. Yes, he did. 7. I put a note on your desk. 8. He said he'll call back later. = He said he'll try again later. 9. He would like you to call him back. = He's expecting your call. = He wants you to return a call.
10 Conveying a message ~ 1. He said it's urgent. = He said it s very important. 2. How can I get in contact with him? = How can I contact him? EX) He would like you to call his cellular phone. 3. Here's his number. 4. He said he wants to talk to you as soon as possible. = He said it would be great if you can call by then. 5. He said he would like you to call him by 5 o'clock. 6. He called to confirm tomorrow's meeting. = He confirmed tomorrow s meeting. 7. Ms. Suzuki sent you her regards. 8. What did she say? = Did she say what it was about? EX) She said she wants to see you next week. 9. If Mr. Reed calls, tell him that I'll call back later. = Please tell Mr. Reed to call on my mobile phone. 10. You can give him the number of my cellular phone.
11 Making an appointment 1. I'd like to make an appointment with Mr. Johnson. =I'd like to make an appointment to see Mr. Johnson. = Can I set an appointment with Mr. Johnson? 2. There's something I'd like to discuss with you. = I have something to discuss with you. 3. I'd like to show to you our new product. = I want you to see our new product. 4. If you have time, I'd like to see you tomorrow. 5. Could I see you tomorrow? = Could I come to see you tomorrow? = Are you free tomorrow morning? 6. Do you have any free time tomorrow? 7. Let me check my schedule. = I'll check my schedule first. 8. When would you like to come? = When can we meet? 9. When shall we meet?
12 Making an appointment 1. How about tomorrow afternoon? =When would you like to come? =How about Wednesday morning? 2. How about three o'clock? = Are you free by 3:00 o clock? EX) That would be fine with me. Yes, it s okay with me. 3. What time is convenient for you? 4. Anytime on Friday would be fine. 5. Would that be convenient for you? 6. When shall we meet? = When can we possibly meet? EX) I'd like to see you as soon as possible. 7. I'm afraid I'm busy next week. = I'd like to see you sometime next week. 8. I'm afraid I have plans that day. = I m not sure if we can meet on that day. 9. I'm available on Friday. = Friday would be good for me. 10. I'm afraid I have to cancel my appointment on Thursday. = I m not sure if I can make it on Thursday.
13 At the end of telephone conversation 1. Thank you for calling. = I m so pleased with your call. = Thanks for the call. 2. Thank you for calling me back. = Thank you for returning my call. 3. It was good talking to you. = I m honored talking with you. 4. It has always been my pleasure talking to you. = The pleasure is mine when I talk to you. 5. Nice talking to you. = Thank you for the call. 6. I did not expect your call. = I didn t expect your return call 7. I did not recognize your voice at first. = I didn t know it was you who called me up. 8. Your voice is great. = I really enjoy talking to you.
14 At the end of telephone conversation 1. Sorry, I wasn t able to attend your first call. = I was on a meeting that time. 2. I hope you don t mind it. = I hope you understand me. 3. I m looking forward for your next call. 4. I do expect your next call. EX) Yes, I will call you soon. 5. Don t forget to call me after this break. = Mr. Hall is on the other line. = Please call me back. 6. Thank you for calling my office. 7. Goodbye. 8. Call me soon.
15 Common Words from the Answering Machine 1. This is ABC Insurance. = Thank you for calling ABC Insurance. 2. Our office hours are 9 a.m. to 5 p.m., Monday through Friday. = We are open at these hours only. = We will attend your calls on these hours only. 3. Please call again during these hours. 4. Please leave your name, phone number and message after the tone. 5. All our representatives are serving other clients. 6. Please hold on. = Please wait for a moment. = Can you hold on? 6. I m sorry; we can t entertain you by this time.
16 Common Words from the Answering Machine 1. I m afraid we can t attend to your call now. 2. Please call back later. 3. We are busy attending our clients right now. 4. Please try again later. = Would you mind calling our office later? 5. All lines are busy now. Please call again later. 6. All circuits are busy now. Try again later. 7. The subscriber cannot be reached. Please try again later. 8. Sorry, all lines are busy now. Please leave a message. 9. Sorry, you can leave your message after the beat.
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