Business Manners

Greeting Basics Business Conversation How to use Honorific Language Name Card Exchange Order of Company Positions Visitor Handling Telephone Handlings Entertaining Question 120
[How to receive a phone call]
When the phone rings, pick it up within two rings.  
　-When you pick up the phone "Hai, ○○de gozaimasu."
「はい、○○でございます。」
"○○ corporation."
   
　-When you pick it up after more than three rings "Omatase itashimashita. ○○de gozaimasu."
「お待たせいたしました。○○でございます。」
"I'm sorry to have kept you waiting. This is ○○."
   
When you talk to your customers or dealers on the phone, you start with "Itsumo osewani natte orimasu. " It should be used when you talk even to a stranger. "Itsumo osewani natte orimasu."
「いつもお世話になっております。」
"Thank you for your kindness."
   
　-When the caller said "Itsumo osewani natte orimasu. " "Kochirakoso osewani natte orimasu."
「こちらこそお世話になっております。」
"Thank you."
   
　-When the caller doesn’t give his/her name "Shitsurei desuga, dochirasamade irasshaimasuka?"
「失礼ですが、どちら様でいらっしゃいますか。」
"Excuse me but, who am I talking to?"
   
　-When it is difficult to hear on the phone "Osore irimasu. Odenwaga tooi youdesunode mouichido onegai itashimasu."
「恐れ入ります。お電話が遠いようですのでもう一度お願いいたします。」
"I'm sorry, I can't hear you well. Could you repeat it?"
   
　-When you confirm what the caller wants to talk about "Osore irimasuga, donoyouna goyoukende irasshaimasuka?"
「恐れ入りますが、どのようなご用件でいらっしゃいますか。」
"Excuse me but, how may we help you?"
   
　-When you transfer a phone call "Shoushou omachi kudasaimase."
「少々お待ち下さいませ。」
"Could you hold on a second?"
   
　-When the person is on another line "Moushiwake gozaimasen. ○○wa hokano denwani dete orimasuga."
「申し訳ございません。○○は他の電話に出ておりますが。」
"I'm sorry but, ○○ is on another line right now."
   
　-When the person is not at his/her desk "Moushiwake gozaimasen. ○○wa ainiku sekiwo hazushite orimasuga."
「申し訳ございません。○○はあいにく席を外しておりますが。」
"I'm sorry but, ○○ is not at his/her desk right now."
   
  "Modori mashitara, orikaeshi odenwa itashimashouka?"
「戻りましたら、折り返しお電話いたしましょうか。」
"Could I ask him/her to call you back when he/she comes back?"
   
　-When the person is out "Moushiwake gozaimasen. ○○wa tadaima gaishutsushite orimasuga."
「申し訳ございません。○○は只今外出しておりますが。」
"I'm sorry but, ○○ is out now."
   
　-When you take a message "Yoroshikereba watakushiga goyoukenwo ukagatte okimasuga."
「よろしければ私がご用件を伺っておきますが。」
"May I ask what you need?"
   
　-When you receive a message "Kashikomari mashita. Moushi tsutaemasu."
「かしこまりました。申し伝えます。」
"Certainly. I will tell him/her."
   
[How to make a phone call]
When the recipient picks up the phone, you start with your name and company’s name. "××no ○○to moushimasuga."
「××の○○と申しますが。」
"This is ○○ from ××."
   
  "Osewani natte orimasu."
「お世話になっております。」
"Thank you for your kindness."
   
-When you tell who you want to speak to "○○sama wa irasshai masudeshouka?"
「○○様はいらっしゃいますでしょうか。」
"May I speak to Mr./Ms. ○○?"
   
  "Osore irimasu."
「恐れ入ります。」
"Thank you."
   
　-When you ask the recipient to take a message "Soredewa, dengonwo onegai dekimasudeshouka?"
「それでは、伝言をお願いできますでしょうか。」
"Well then, may I leave a message?"
   
　-When you call again later "Soredewa, aratamete odenwa sasete itadakimasu."
「それでは、改めてお電話させていただきます。」
"Well then, let me call him/her again later."
   
It is a basic rule for the caller to hang up first, but if you talk to the customer, you shouldn’t hang up before the customer does. You should hang up carefully and slowly. "Yoroshiku onegai itashimasu. Dewa shitsurei itashimasu."
「よろしくお願いいたします。では失礼いたします。」
"Thank you. I appreciate that. Talk to you later."