Spoken English · Guides · October 30, 2026 · 6 min read

Phone conversation in English: telephone phrases and sample calls

A phone conversation in English is harder than talking face to face: you can’t see gestures or lips, the sound may be bad, and there is no time to think. The solution is a small set of standard phrases. Phone calls follow the same steps every time: greeting, saying who you are, the reason for the call, the details, and the goodbye. Learn the phrases for each step and the call becomes predictable. Below are the phrases, sample calls and the mistakes learners make most often.

Answering the phone

Making a call and saying who you are

• Hello, this is Daniel Mensah from Greenline Logistics.
• Hi, it’s Maria. Is now a good time?
• Good afternoon. My name is Ravi Kumar. I’m calling about my order.

On the phone, English speakers say “This is…” or “It’s…”, not I am… and never Myself Ravi.

Asking for someone

• Could I speak to Ms Fernandez, please?
• Is Mr Adeyemi available?
• Can you put me through to the accounts department?

The person answering may say:

• Who’s calling, please?
• One moment, please. I’ll put you through.
• Hold on, please.
• I’m afraid she’s in a meeting right now.
• He’s not at his desk. Can I take a message?

Saying why you are calling

• I’m calling about the job advertisement.
• I’m calling to confirm my appointment on Friday.
• I’m calling because I haven’t received my order yet.
• I just wanted to ask a quick question.

Taking and leaving a message

Taking a message:

• Can I take a message?
• Could I have your name and number, please?
• How do you spell that, please?
• I’ll ask her to call you back.

Leaving a message:

• Could you tell him that Sara called?
• Could you ask her to call me back? My number is 0300 456 7890.
• Please tell him the meeting is moved to Thursday.

Voicemail: Hi, this is Kofi from Bright Solar. I’m calling about your quote. Please call me back on 024 555 0182. Thanks, bye.

When you don’t understand

This is the most useful section. Everyone, including native speakers, asks for repetition on the phone.

• Sorry, I didn’t catch that. Could you say it again?
• Could you speak a little more slowly, please?
• Sorry, the line is bad. Can you hear me?
• You’re breaking up. I’ll call you back.
• Could you spell that for me?
• Let me read that back: 0412 335 890. Is that right?

Numbers and names are where most phone mistakes happen. Always repeat them back. For spelling, use simple words: B for Bombay, M for Mumbai, S for Sugar.

Ending the call

• Thanks for your help. Have a nice day.
• OK, I’ll send you an email with the details.
• Great, talk to you soon. Bye.
• Thanks for calling.

English speakers usually signal the end first: Right, I’ll let you go. / OK, I think that’s everything. Then they say goodbye.

Sample call 1: booking an appointment

Receptionist: Good morning, City Dental Clinic. How can I help you?
Fatima: Hi, I’d like to book an appointment with Dr Shah, please.
Receptionist: Sure. Is it for a check-up?
Fatima: Yes, just a check-up.
Receptionist: We have Tuesday at 11 or Thursday at 4.
Fatima: Thursday at 4 is perfect.
Receptionist: Can I have your name, please?
Fatima: Fatima Malik. That’s M-A-L-I-K.
Receptionist: Thank you, Ms Malik. See you on Thursday at 4.
Fatima: Thanks. Bye.

Sample call 2: asking for a colleague

Ana: Hello, Northwind Supplies, Ana speaking.
Chidi: Hi Ana, this is Chidi from Lagos Print. Could I speak to Mark, please?
Ana: I’m afraid Mark is in a meeting. Can I take a message?
Chidi: Yes, please. Could you ask him to call me back about the invoice?
Ana: Of course. What’s your number?
Chidi: It’s plus two three four, eight zero three, one two three, four five six seven.
Ana: Let me read that back: +234 803 123 4567.
Chidi: That’s right. Thanks a lot.
Ana: You’re welcome. He’ll call you this afternoon.

Sample call 3: a complaint

Agent: Thank you for calling QuickNet support. My name is John. How can I help?
Rahul: Hi John. My internet has been down since yesterday evening.
Agent: I’m sorry to hear that. Could I have your account number?
Rahul: Sure, it’s 5582 9910.
Agent: Thanks. I can see a problem in your area. It should be fixed by 6 pm today.
Rahul: OK. Will I get a refund for the time without internet?
Agent: Yes, you’ll see a credit on your next bill.
Rahul: Great, thank you for your help.

Sample call 4: calling a friend

Lena: Hey Joy, it’s Lena. Are you free to talk?
Joy: Hi! Yes, just give me a sec… OK, go ahead.
Lena: Do you want to come to the cinema on Saturday?
Joy: I’d love to. What time?
Lena: The film starts at seven. Let’s meet at half six.
Joy: Perfect. See you then!

Common mistakes on the phone

• “Myself Ravi” / “I am Ravi speaking”. Say This is Ravi or Ravi speaking.
• “Who is this?” sounds rude to a caller. Say Who’s calling, please? or May I ask who’s calling?
• “Tell me.” as an answer to a call is too direct in international English. Try Yes, how can I help?
• “I will call you back after some time.” Be specific: I’ll call you back in ten minutes.
• Not repeating numbers. Always read them back.
• Hanging up without a closing. Use a short closing phrase and Bye.

For more office phrases, see business English; for everyday Indian English expressions that confuse international callers, see Indian English phrases.

Practise a call before the real one

Phone calls get easier after a few practice calls. The conversation below this article opens a chat with Nomi on Nomto: ask Nomi to play a receptionist or a support agent, make your call, and after each reply you see a clearer, more natural version. You can also practise polite requests, which you need in almost every call.

FAQ

How do you start a phone conversation in English?

Greet the person, say who you are and why you are calling: Hello, this is Anil from Blue Bank. I’m calling about your application.

How do you answer the phone professionally?

Give a greeting, the company name, your name and an offer to help: Good morning, Sunrise Hotel, Maria speaking. How can I help you?

What do you say if you can’t hear on the phone?

Sorry, the line is bad. Could you say that again? or You’re breaking up. I’ll call you back.

How do you end a phone call politely?

Signal the end and thank the person: OK, I think that’s everything. Thanks for your help. Have a good day. Bye.

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