In this post, I will provide you an example of business phone etiquette about taking a message from the caller.
Remember that when receive the call, you have to pay attention to the etiquette of asking the caller to wait.
For example :
Sean: “Happy Web Design, good morning. Sean speaking. How may I assist you?”
Rose: “Good morning, Sean. May I speak with Mr. Gary?”
Sean: “May I ask who’s calling?”
Rose: “It’s Rose from “Exclusive Building Property”.”
Sean: “Certainly, Ms. Rose. I’m going to connect you with Mr. Gary. Please hang on a moment.”
Rose: “Ok, thank you.”
When Ms. Rose is waiting to get connected with Mr. Gary make sure Sean use hold button to avoid his voice or other voice around him being heard by Ms. Rose. It is important so that the caller does not annoyed by that voice.
If in 15-30 seconds the line is still busy, Sean can offer the caller to leave a message or call back later.
Sean: “Thank you for holding. I’m afraid Mr. Gary is still in a morning briefing right now. Would you like to leave a message or call back later?”
Rose: “Well, I’d like to leave a message. I am interested in his offer to build my company’s website. I will give the information he needs to create the website. He can call me at this number 0123987654.”
Sean: “Let me repeat it. 0123987654 (zero-one-two-three- nine-eight-seven-six-five-four)?”
Rose: “That’s right.”
Sean: “Ok, I’ll make sure he gets the message. May I ask what time that convenient for you to be called?”
Rose: “You can call me at office hour, 09.00 am to 05.00 pm.”
Sean: “Ok, Ms. Rose. Is there anything else I can assist you with?”
Rose : “No, thank you.”
Sean: “You’re welcome. Thank you for calling Happy Web Design. Have a nice day.”
Remember to take note of the caller’s name, the company, the time of calling and the time that is convenient to call back. It will be better if you call back in the same day.