This document provides guidelines for proper telephone etiquette. It recommends answering the phone professionally by stating your name and department. When placing calls, introduce yourself and the person you are calling. Maintain a confident yet sincere tone without distractions. Put phones on silent in meetings and inform callers before putting them on hold. Return missed calls promptly to avoid irritation. Keep conversations brief, relevant and avoid interruptions.

1. Telephone Etiquette
Presented To- Miss Shraddha Agarwal
Presented By- Abhinav singh

2. What Is Telephone/Mobile?
Telephone/Mobile is an important device with the
help of which people separated by distance can
easily interact and exchange their ideas

3.  When in the office, always answer a telephone by
saying: “Hello/Good Morning, Accounting
Department, Satyam Rastogi speaking.”
 When placing a call, always state
your name along with the name of
the person you are calling.

4. Be sensitive to the tone of
your voice
 Do not sound overly anxious, violent or
pushy. It is important your tone conveys
authority and confidence. Do not lean back
in your chair when speaking on the
telephone.
 Voice should reflect sincerity,
pleasantness, confidence, and interest

5. Keep your cell phone in the silent or
vibration mode
Always off your cell phone ringer
when entering a meeting, restaurant,
theater, training class, or other
place

6. Putting Callers on Hold
 Always ask for permission
 Examples
 “Would you holding while I get
your file?”
 “Can you hold briefly while I see if
Mr. Dipanshu is available?”
 Always thank the caller for
holding

7. • Try to answer the phone on the SECOND
ring
• Answer with a friendly greeting
• Ask the caller their name
• Keep the phone two-finger widths from
your mouth

8. Leaving a Voice/Phone Message
 Phone Message should always include:
 Your name and company name
 Time and Date of call
 What the call is regarding (brief)
 If a follow up or return call is needed
 Phone number (office or home) speak SLOWLY even
repeat the phone number – include area code

9. Do not interruptions with others
during conversations
Do not carry on side conversations with other people
around you. The person on the telephone takes
priority over someone who happens to walk in your
office or passes by while you are on the phone.

10. Make sure your content is crisp and relevant.
Don’t play with words, come to the
point directly and convey the
information in a convincing manner.
First prepare your content thoroughly
and then only call the receiver to start
interacting.

11. Do not circulate your official number
Remember office phone is only for official
purposes. Don’t circulate your official number
amongst all your friends and relatives. Keep a
separate phone for personal use.

12. Don’t take too long to pick up any call
If you miss the call, make sure you give a call
back as the other person might have an
important message to convey. Avoid giving
missed calls at work places as it irritates the
other person.