50 Tips on How to Answer
Your Business Telephone

1.    Always answer the phone with a polite and professional greeting.

2.    Identify your business by name when answering the phone.

3.    Smile while speaking, it will help you sound more friendly.

4.    Use the caller’s name throughout the conversation, if possible.

5.    Listen actively to the caller and take notes as needed.

6.    Speak clearly and slowly, to ensure that the caller can understand you.

7.    Show empathy and understanding to the caller’s concerns.

8.    Ask the caller how they found out about your business.

9.    Ask the caller how you can help them.

10. Make sure you have a clear understanding of what the caller needs before providing a quote or scheduling an appointment.

11. Repeat the caller’s request back to them to ensure that you understand their needs.

12. If you need to put the caller on hold, ask for their permission first and provide an estimated wait time.

13. Check in with the caller every 30 seconds while they are on hold.

14. Never leave the caller on hold for more than 2-3 minutes.

15. If you need to transfer the caller to another department or person, let them know who they will be speaking with and why.

16. Make sure the person or department you are transferring the caller to is available.

17. If the caller needs to leave a message, ensure you take down their name, number, and the reason for their call.

18. Call the caller back as soon as possible if you missed their call.

19. Don’t interrupt the caller while they are speaking.

20. Avoid using technical jargon, explain things in a way the caller can easily understand.

21. Answer the phone promptly, preferably within 3 rings.

22. Be respectful and professional throughout the conversation.

23. Thank the caller for their time and for considering your business.

24. Provide accurate and detailed information about your services.

25. Use positive language when speaking with the caller.

26. Avoid making promises that you cannot keep.

27. Be transparent about pricing and fees.

28. Be prepared to answer common questions about your services.

29. Offer additional information or resources if the caller needs it.

30. Be patient with the caller, especially if they are upset or frustrated.

31. If the caller is unhappy with your services, offer to make it right.

32. Follow up with the caller after the appointment to ensure they are satisfied.

33. Use a friendly and conversational tone when speaking with the caller.

34. Keep your tone professional and avoid using slang or inappropriate language.

35. Speak with confidence and authority.

36. Avoid speaking too quickly, especially if you have an accent or speak a different language than the caller.

37. Use active listening techniques to show the caller that you care about their concerns.

38. Use a friendly and conversational tone when speaking with the caller.

39. Always be polite, even if the caller is rude or difficult.

40. Speak clearly and slowly, especially if the caller has a hearing impairment.

41. If the caller needs to reschedule an appointment, be flexible and accommodating.

42. Be knowledgeable about your company policies, services, and pricing.

43. Provide accurate and detailed information about your services.

44. If the caller needs to cancel an appointment, be understanding and professional.

45. Be prepared to handle a high volume of calls during peak hours.

46. Stay calm and composed, even during busy or stressful times.

47. Use a script or call guide to ensure that you cover all the necessary information.

48. Be proactive and offer solutions to the caller’s problems.

49. Be friendly and approachable, even when dealing with difficult customers.

50. Always end the call with a positive note and thank the caller for their time.