Tips for making business calls in English

The business calls they can mark the success of the commercial operation and of business in general. Failing or succeeding at that moment can be decisive. When the interlocutor is an English speaker, the interaction can be particularly challenging.

Companies that prioritize English language training for their staff are betting on their own interests. Because improvising in this aspect, far from saving resources, can translate into economic losses for the company.

An English course tailor-made for your company has many advantages. On the one hand, to satisfy the exact needs of your company; on the other, it attends to the level of competence in the language of each of its employees.

In this blog we present the top tips for handling business calls in english. They are useful recommendations   your employees can use in phone conversations.

Recommendations for making business calls in English

Phone calls in the business world are an everyday thing; however, when they are done in a language that we are not used to handling, they can be a cause for concern.

You can help your employees excel at business English. The secret is to train them in  business-oriented courses that enhance their abilities to communicate and close deals on every call.

Brevity and precision

It's fundamental ensure that the business call in English is brief and at the same time precise. It is best to speak slowly and clearly; In this way, a tone of efficiency is provided that transmits security.

It is also a good idea to learn a few expressions that are repeated in many telephone conversations, especially those that are more easily confused. For example:

The expressions; "Wait" and "wait" mean "wait"; but "hang up" is very easy to confuse with "hang up" which means "hang up the phone". "Hang up" is equivalent to "ring off" but is the opposite of "ring up": "to call someone."

The formality in the deal

Another essential question in your business calls is achieve the appropriate level of formality of the conversation. If the tone is too formal, it can distance your interlocutor. And if it is too informal it can give the feeling of overconfidence.

Therefore, include words like "would, could, please, thank you" in your conversations to show kindness. The use of some informal English expressions such as: "bye" or "okay", belonging to everyday English, is also appropriate.

Finally, it is preferable to ask for clarification when you do not understand something. It is perfectly acceptable to use phrases such as "Could you repeat that, please?" Expressions of this type ensure that the understanding of the call was successful.

Also, be clear about what was discussed and especially about the agreements on business calls avoid future problems. Whenever you do not understand, you can say that you are not listening because there are connection problems and request that the information be repeated.

proper pronunciation

In business calls in English it is key to take the time to listen and respond; this allows to achieve an adequate pronunciation. Keep in mind that the success of a conversation depends on what we understand the interlocutor, but also on whether we understand each other.

The first thing we recommend is to go easy. It doesn't matter if you need to speak slower than your interlocutor. Keep a steady pace and take your time to pronounce correctly.

Review your speech beforehand, it can even be recorded. So you can ask a person who knows the language better, a tutor or a teacher, even your supervisor, to listen and correct you in a way that identifies your mistakes and achieves an adequate pronunciation.

Here we suggest you put attention to pronunciation in words that are often confused when talking on the phone, as is the case with: «right» and «write», also occurs between «you» and «your», «principal» and «principio »OR« piece »and« peace ».

Do diction exercises

So that a telephone conversation in english be successful, practice is vital. Take a few minutes of your diction practice to loosen up your tongue. Keep in mind that this muscle is taking new positions and requires training. 

To achieve this, we suggest a list of steps to follow:

1. Stand in front of a mirror.
2. Breathe in through your nose and out through your mouth, about three times.
3. Relax your face.
4. Start saying the vowels softly, noticeably exaggerating the position of your mouth. That is, opening your mouth or compressing it as much as you can.
5. Inhale and pronounce an "R" with your lips slightly parted (it will sound like the noise of a car running). Do it about 5 times while exhaling. 
6. Repeat the following tongue twisters at least three times each and emphasize (exaggerate the pronunciation of vowels and consonants) in those with which you feel more difficulty.

• I wish you were a fish in my dish. Be a fish in my dish, please.
• I scream, you scream, they scream, we all scream for an ice cream!
• Chester Cheetah chews a chunk of cheep cheddar cheese.
• Fresh fried fish, fish fresh fried, fried fish fresh, fish fried fresh.
  

Speak without fear or doubt

When speaking on the phone in English, for work or business, it is essential to transmit confidence to the interlocutor. To achieve this, we recommend the following: 

Respect your times:

Assume the speed you require, avoid rushing because you can make mistakes more easily. 

Mark the intonation of your voice. 

As you practice your speech, go over the emotion you want to convey with your voice, emphasizing certain phrases. 

Have your script handy

Provide a visual guide, if necessary, highlight with colors or place asterisks or hyphens at key points.

Listen carefully. 

Listening allows you to get in tune with your listener, to be able to connect with them more easily.

Manage technical language

Make a list of the main words used in your area of business. Then review them in your English lessons. It is important that you include those words in sentences when practicing, and also in your everyday communication as a fluency exercise.

make your own script

Imagine that you have already started making your calls and write down the topics of the changes you are going to talk about. Once this is done, write a kind of script that you will use with each interlocutor, as the case may be.

You can ask your supervisor to review your script and practice with an area specialist to ensure your pronunciation is correct. Record, rehearse and correct your speech until you achieve mastery.

Think about the possible doubts or questions of the interlocutor

Include in your speech preparation those possible questions that will come up once the call has started. Write them down with your answer and come prepared to start that phone conversation in English and stand out.

Vocabulary for speaking on the phone in English

we share a glossary of basic terms for the business calls in english , so that you can familiarize yourself with them. So you can have them present in your phone conversations.

• “to call”: to call 

• “to connect” (US): pass the call

• “to cut off”: cut the call

• “to dial”: dial  

• “to hang up”: hang up the phone

• “country code”: country code

• “area code”: area code

• answering machine: answering machine

• «directory»: phone book

• “dial tone” (US): dial tone 

• "extension": extension 

• «hold the line, please»: do not cut, please

• “wrong number”: wrong number

• «One moment, please»: one moment, please

• «I'm calling to ask abou»t: I call regarding...

• “Thank you very much for your help”: thank you for your help

Phrases to enter a business call

In the same way that a blank sheet of paper creates anxiety, the start of a call can too. Fortunately, there are some formulas that can be used to make that step easier.

Of course, entering with the greeting is important and, in this sense, it should be done with a certain formality, preferring a "good morning" or "afternoon". This may be accompanied by a "Can I help you?" which literally means can I help you?

In a phone call, personalized treatment is valued as it makes your interlocutor feel recognized. So remember to ask for the name of your interlocutor "May I have your name, please?" You can also use "May I ask who is calling?"

It is also appropriate at the beginning of the call to introduce yourself using a sentence such as "This is George Thiess speaking." Even if you are the one who is contacting a client and calls him at his office, you can request to speak with him: «Could I speak to ͔Sofía Castro, please?» 

With these simple phrases you will get your business calls in English off to a good start. By applying them, you will look professional and comply with the formalities that will allow you to get to the point and deal with the central issue that needs to be resolved.

Phrases to close a negotiation

When the call aims to reach an agreement, it is necessary to be attentive to the moment in which it is convenient to initiate the closing. This occurs when the points of an agreement have already been discussed and what remains is the acceptance or purchase statement.

When the closing time comes, make a summary of the agreements. You can use the expression "It 'a deal", that is, it is a deal. You can also use “I think we have a deal” which is equivalent to the previous one and translates as “I think we have a deal”.

Also, you can explore about the steps that follow in the negotiation. To do this, you can use the question: "What are the next steps?"

And remember to thank the experience, you can do it with the expression: «It's been a pleasure doing business with you!», It has been a pleasure doing business with you!

conclusion

In summary, Talking on the phone in English is easy when you are prepared for it. Have a script and accompany it with a few minutes of practice each day. This will ensure that the conversation is fluid, you feel safe and generate trust in your interlocutor.

The keys to a successful telephone conversation in English are in: the revision of the speech, the revision of the speech and, of course, the advice of a person with command of the language. Also, it is better when the supervisor of the business area supports you in it. 

In English2Go you can find the tailor-made course for your company, with personalized support to improve the English of your staff and that they manage to close deals in their business calls. Request a quote.