Phone Call Phrases II

Phone Call Phrases II

Making arrangements

If you have to make arrangements, it’s important to be polite as you negotiate. Here are some phrases you might use:

Shall we say January 20?

How about the following week?

Would the week of January 18 work for you?

Asking for suggestions

When you have to decide on times and places to do things, you can invite the other person to make suggestions. It can be seen as a sign of politeness.

What would you suggest?

Do you have a time/place in mind?

Making requests

When you ask people to do things for you, it’s again essential to be polite. You can use the magic words “could” and “please” as seen below:

Could you send me an email with the detailed offer?

Do you mind sending me the report again, please?

Promising action

When you promise action, you may want to add when something is going to happen. Remember that in English we don’t use the future tense after time expressions like “when” and “as soon as.”

I’ll ask him to call you as soon as he gets back.

Notice that after “as soon as” we use “he gets back,” present tense.

I’ll send you the report as soon as possible.

Saying you cannot help

There are situations when you can’t help the other person, and it may be hard to say so. Just be firm and polite:

I’m afraid I can’t give you that information.

Sorry, but I’m not allowed to give details about that.

Ending the call

Remember to thank the other person for calling or for helping you. You can do that in any of the following ways:

Thank you very much for your help.

Thanks for calling.

Thank you for your time.

Phone Call Phrases

Phone Call Phrases

Whenever you want to be friendly with someone, you can make small talk. You can ask them about their day, or you may be more specific if you remember details from your past conversations.

Hi, [first name], how are you?

This one is more general and you can use it when you don’t remember anything specific to ask about.

How are you getting on with…?

This second phrase is more specific and should be used if you remember certain details. This will make the other person feel good about talking to you and may even improve your relationship. For example, if you remember that a company will move to a new office building, you might ask:

Taking messages

If you answer a phone call and the caller wants to speak to someone who is unavailable, you should take a message. You can do that in any of the following ways:

I’m sorry, she/he’s not here today. Can I take a message?

I’m afraid he/she’s not available at the moment. Can I take a message?

This response doesn’t tell the caller why “he/she” is unavailable. However if you know why, and it’s okay to share that information, you might say something like this:

I’m afraid she’s in a meeting until 4 p.m. Can I take a message?

Could I ask who’s calling, please?

You can use this phrase to politely find out who is calling.

I’ll give him/her your message as soon as he/she gets back.

After you’ve written down the caller’s message, you can say this phrase.

Leaving messages

On the other hand, when you make a phone call and the person you want to talk to is not there, you should leave a message for them. Here’s what you could say:

Could you please take a message? Please tell her/him that…

Could you please take a message? Please tell her that Cindy from accounting called about Mr. Shapiro’s expense reports.

I’d like to leave her/him a message. Please let her/him know that…

I’d like to leave him a message. Please let him know that tomorrow’s lunch meeting is cancelled.

Asking when somebody will be available

If you don’t want to leave a message, you can ask when would be a good time to call again:

When is a good time to call?

When is she/he going to be back?

Asking for information

When you ask people to give you information, it’s important to be polite. Using the modal verb “could” and a question is helpful in this case.

Could I ask what company you’re with?

Could you give me your mobile number, please?

Asking the other person to repeat information

Don’t worry if you can’t always understand people on the phone. It happens to native speakers all time! Just ask the person to repeat the information for you: “I’m sorry, could you please repeat that?”

If you have to write down names, it’s best to ask people to spell words out for you. You can use either of the following two phrases:

Could you spell that for me, please?

How do you spell that, please?

It’s always safe to repeat important information just to double check:

Let me see if I got that right.

Let me see if I got that right. Your name is Sam, S-A-M, and your phone number is 555-222-1111, correct?

Sometimes the connection is bad and it’s okay to ask the other person to speak more loudly:

Would you mind speaking up a bit? I can’t hear you very well.

Whenever you don’t understand something, it’s best to ask. The information may be important, so just ask them to repeat it for you:

I’m sorry, I didn’t catch your first name.

Phrases Departure

Departure Phrases

And just before I go – this is something that you can say just before you’re leaving. Typically this would be a situation when you just thought of something else to say: “Oh yes, and just before I go – can you please remind Charlie to drop by and collect his stuff?”

We’ll catch up later! – If you’re saying goodbye to a very close friend or an acquaintance, this phrase is just what you need!

Be back in a minute – this is kind of a departure phrase, yet at the same time you’re letting others know that you’re going to be back. Please notice that you don’t have to say “I’ll be back in a minute” – conversationally it’s totally OK just to say “Be back in a minute!”

I’d better be going – followed by a simple phrase like ‘it’s too late’, or ‘have lots to do’ – and indicator you’d like to walk off and finish the conversation.

I really gotta go – this is the least formal way of telling someone that you definitely have to leave now. This is the best way of two friends, for example, finishing a conversation and personally I use this phrase quite often!

OK, I’m sorry but I have to leave now! – used when your chat partner has clear intentions of continuing the conversation but you just need to go so you’re making it clear that you need to go.

See you later! – used when you know that you’ll be seeing each other again sometime.

See you around! – The same as above

See you in a couple of minutes! – This phrase is typically used when you’re leaving the other person for a short while during an event, for example.

Keep in touch! – A good-bye phrase meaning you want the other person to get in touch with you every now and then and that you’ve the same intentions.

It was nice seeing you, take care! – A good-bye phrase used when you know that you won’t see the person for a while.

It’s been good talking to you! – The same as above phrase.

Hope to see you again! – You can use this phrase when finishing a conversation with someone you’ve just met.

Say hello to …! – A short and handy way of saying to remind someone from you.

Phrases Typical Responses

     Typical Responses Phrases

Thanks, I’ve been keeping busy – just a standard response to a standard greeting with little or no direct meaning.

Thanks for asking, I’m fine, how are you? – A typical response and counter-question to a greeting phrase ‘how are you?’

Sorry, I didn’t catch that? – The verb “to catch” in this context means “to understand”, so this English small talk response phrase means “Sorry, I didn’t understand what you just said?” – It’s just that in conversational English we use these types of slang words to make it sound friendlier and easier to understand!

Help yourself! – this English small talk phrase is one of the traditional phrases you’ll find in all English phrase-books, and it’s an encouraging phrase used to let the other person know that they can go ahead with the action in question. Typically this is used as a response when the other person is asking for permission to take something, and then you tell them that they can certainly do it: “Sorry, do you mind if I take this cookie? Everyone seems to have taken theirs…” – “Sure, help yourself!”

Where were we? – imagine a situation when you’re speaking with someone, and then somehow you’re getting side-tracked and you veer off the original subject, or it could be that some other person distracts you and you forget where you left off. Now, this is the typical phrase to be used in situations like these – you’re basically asking your conversation partner what it was that you were talking about last.

How’s that sound for you? – Let’s say for argument’s sake, you’re proposing something to your conversation partner. Well, in this case this small talk phrase is ideal to ask for their opinion on your proposal! Here’s an example: “Listen, I know what we’re doing tonight. Let’s go to the movies, there’s a new blockbuster out! How’s that sound for you?”

…If that’s alright with you? – You can attach this small talk bit at the end of your sentence to ask for the other person’s permission. Let’s imagine for a second you’re telling your work colleague you have to leave your desk for a few minutes, but you just want to be sure he’s OK with that. So here’s what you say “Listen Jimmy, I’m going to leave my desk for a few minutes to make a really important phone call if that’s alright with you?”

Hi, how are you doing? It’s good to see you! – A typical response to a greeting from someone you haven’t seen for a while.

Can’t complain – a response to a standard greeting like ‘How are you?’ It’s not as exciting phrase as ‘Thanks, I’m great!’ but it doesn’t mean you’re having some problems in your life.

Can you say it again, please? – A request to repeat the question if you didn’t understand what was said. This can also be used when the native speaking person speaks a bit too fast – they should get the hint and slow down a bit. But if they don’t, you can ask a more direct question:

Can you slow it down a bit, please?

And how about you? – A typical response when you’re not sure what to ask next so you’re asking the other person the same think they asked you. You can respond with this counter-greeting on nearly all standard greetings.

To the best of my knowledge … – when you’re 99% sure about the statement you’re making. Also a good start of a response you want to take a bit more time to consider what you’re going to say.

As far as I know … – the same as above.

Good for you! – A response to someone telling you about their success in something or some good news that they’re happy about.

Can’t argue with that – used when you agree with the statement of the other person.

How do you know? – A counter-question you can ask when someone surprises you with a question about something they’re not really expected to know.

That’s a good one! – A surprise response to funny or surprising news from your chat partner.

Really? Tell me more about it! – used when you want your chat partner to tell me about what he/she just said.

Frankly speaking, – just a way to start your response. It indicates that you’re about to open up and be very honest with your chat partner. A great way of establishing an immediate trust.

Well, to be honest with you, … – the same as above.

Sure, no problem! – A typical response to a small request you’re happy to do. This one is especially used when responding to superiors’ requests and it sounds more enthusiastic than if you simply say ‘sure’ or ‘OK’.

Never mind, it’s fine! – This phrase is used when the person offers to do a favour for you but it’s not really necessary.

Never mind, forget what I just said – this phrase is to be used when you said something that wasn’t important at all but your chat partner wants you to repeat it. You can also use this phrase if you feel that he/she might be slightly annoyed or offended by your question or comment so you want to end it there.

You got me there – this can be said instead of ‘I don’t’ know’ – it will sound more casual and not as defensive as the old ‘I don’t know’!

You’ve got to be kidding me! – said when someone tells you something that borders on the unbelievable and you want to express your surprise.

That’s a good question. – A phrase used when you want to take your time to think over the question. This is an ideal phrase to use when you’re stuck but instead of remaining silent you can start your response with this phrase.

Well, how to put it in the right words… – the same as above.

That’d be great! – A response to an offer that you’re really happy about.

… You know what I mean? – This is quite an overused phrase but you can definitely use it at the end of a sentence if you want to emphasize what you just said.

You see, the thing is that … – this is how you begin a sentence when you’re asked to explain something.

Phrases for Conversation Starters & Greetings

Phrases for Conversation Starters & Greetings

I was wondering if – this is a beautiful way to strike up a conversation with someone you might know, yet you haven’t spoken to them too often. Typically it would be some occasion when you get to meet your work colleagues and talk about something else other than work-related matters!

Sorry to bother you – this starter phrase is pretty universal and can be used in a lot of situations – ranging from chatting up strangers on the street when asking for directions and ending with addressing a busy co-worker when approaching them for advice!

Excuse me, would you happen to know – this is another one of those phrases you can use when asking people for advice in pretty much any life situation – be it when trying to find the nearest grocery shop or when navigating a new building you’re visiting for the first time.

What you been up to lately? – This is a great English small talk phrase used to inquire what the other person has been doing lately. You’ll probably notice that there’s something wrong with the way the sentence is constructed – it should really say “What HAVE you been up to lately?” – But guess what? It’s typical to leave out words in spoken English, and as a matter of fact, when you speak in real life, this phrase sounds more like “Watch you bin up to lately?” Try it – and you’ll realize that you sound WAY MORE native.

How are you getting on? – Just another way of saying ‘how are you?’

Conversation Starter English Small Talk Phrases

You doing OK? – asked when the person has had some tough experience recently and you want to ask politely if they’re OK.

Hi, …! What’s new? – this is a very informal way of greeting a close friend or anyone who you see on a regular basis and you want to ask has anything happened since you last met.

Hi, …! What’s up? – the same as above with a difference that you’re probably not that interested in what news the other person might have.

Hi, …! Long time no see! – used when you haven’t seen the person for a long period of time and you want to state that fact in the greeting.

Hi, …! Have you been keeping busy? – Just a standard enquiry with little or no direct meaning.

Do you mind me asking…? – A typical way of asking something that might be a slightly personal question.

OK, here’s the thing … – a very handy way to start making your point if you’re not sure how to begin the sentence.

Is everything OK? – This is what you’d say to a person when you see that they’re distressed and obviously not OK. Normally you’d ask this to a close friend or a work colleague – but you can also say this to a stranger you meet in the street and if it’s obvious that that person needs help.

Phrases used for Introductions

    Phrases used for Introductions.

I’m so pleased to meet you – have you just been introduced to a new person and you want to tell them how nice it is meeting them? Well, this is just the right phrase to use on such an occasion!

I’ve heard so much about you – in case the person you’re being introduced to is well known, this is just the right English small talk phrase to tell them during the introduction!

It’s good to have you here! – Sometimes you may want to make the new person feel welcome at the party or event, so this is what you tell them to make them feel included.

I’d like you to meet someone! – This is a typical way of introducing a new person to one or more people.

I am indeed! And you must be… – when someone else approaches you and calls you by your name and you’re pretty sure who that person is, this is the right English small talk phrase to use: “Hello, is it Mark?” – “I am indeed! And you must be James!?”

I’ll leave you two to get acquainted! – If you have to leave two people you just introduced to each other, this is the perfect phrase for such a situation.

I almost didn’t recognize you! – sometimes we get to see people we haven’t seen for a long, long time – and this English small talk phrase is the typical way of expressing your excitement at seeing them again.

Have we met before? – In case you really don’t recognize the person saying hello to you, you can use this phrase to ask them if you’ve met before. Yes, it’s a bit awkward, but there’s really no better way of putting it!

It’s good to see you again! – This is how you recognize the presence of an old friend or acquaintance when you meet them after a while.