Notes on Telephone Etiquette

What is Telephone Etiquette?

Telephone etiquette means the polite and proper way to use a phone when talking to someone. It includes how you prepare for a call, how you speak, and how you end the call.

Why is telephone etiquette Important?

• It shows respect to the person you are talking to.

• It helps you communicate clearly.

• It makes you sound professional and kind.

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How to Prepare for a Phone Call

Before you make a call, do these things to be ready:

1. Check Time and Airtime

Make sure you have enough time to talk without stopping suddenly.
Check if your phone has enough airtime or battery so the call doesn’t cut off.

1. Find a Quiet Place

Go to a place with no noise, like a quiet room.
Avoid places with loud sounds that can disturb the call.

1. Plan What to Say

Think about why you are calling and what you want to say.
Write down important points so you don’t forget.
This helps you sound prepared and clear.

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Tips for Making Polite Phone Calls

When talking on the phone, whether at home, school, or work, follow these rules to be polite:

1. Say Who You Are

Start the call by saying your name (e.g., “Hello, this is Mary”).

This helps the other person know who is calling.

1. Speak Clearly

Talk slowly and clearly so the person can understand you.
If leaving a message, speak slowly so they can write it down.

1. Use Polite Words

Say “please,” “thank you,” or “sorry” when needed.

Avoid rude or bad words.

1. Use a Calm Voice

Don’t shout or talk too loudly.
Use a soft, friendly voice to sound nice.

1. End the Call Nicely

Say something kind at the end, like “Have a good day” or “Goodbye.”
This makes the person feel good.

1. Let the Other Person Hang Up First

Wait for the other person to end the call.Don’t hang up quickly, as it seems rude.

1. Keep Your Call Private

Don’t talk on the phone where others can hear your conversation.
Move away from people to keep your talk private.

• Call at the Right Time:

Don’t call very early in the morning or late at night unless it’s urgent.

• Listen Well:

Let the other person talk without cutting them off.

• Leave Clear Voicemails:

If the person doesn’t answer, say your name, why you called, and your phone number clearly.

• Don’t Do Other Things while on a Call:

Focus on the call, don’t eat or do other tasks while talking.