This document provides guidelines for handling telephone calls in a professional manner. It outlines best practices such as answering calls within three rings, using a standard greeting when answering incoming or making outgoing calls, asking the caller's name when transferring calls, informing callers when the requested person is busy and offering to take a message, and thanking callers for messages. The document was designed and prepared by Dipesh Prajapati to share information about proper telephone etiquette.

1. Telephone Handling
Design & Prepared By : Dipesh Prajapati

2. All calls must be picked up within three rings.

3. When Opening an incoming call :
Good morning / Afternoon / Evening ,
department, this is name ……
“How may I assist you?”

4. Opening an outgoing call
Good morning / Afternoon / Evening ,
this is name calling form Company
name, city …….
“This call is just to inform you that”
Or
“To inform you that “
Or
“ You had a query in regard with …..”

5. Sir / Mam, “ Who shall I say is calling ? “
Or
“ May I know who is on the other side / line
please? “

6. Transferring a call ……
Mr. / Miss name, “ kindly be on line
while I transfer your call to Mr. /
miss name / department. “

7. Placing a call on hold ………
Sir / Mam, “ kindly be on line while I check …………”

8. Sir / Mam …. Mr. name / extension is busy , would you like to be on
line
Or
“Would you like to leave a message”

9. Incase some one wishes to hold on ………
Come back after 30 seconds and say
“ Thank you for being on line , Mr. / Miss
name / extension is still busy,” “would you
like to leave a message “
Or
“ Would you still like to be on line / Hold on “

10. Thanking a message …….
Sir / Mam. Mr. / Miss name is not on his / her seat , “can I
be of any assistance “
Or
“ Can I take a message “
Or
“ Would you like to leave a message”

11. Design & Prepared by : Dipesh Prajapati
E mail Id : dip.wish81@gmail.com
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