B1English

Work Email & Phone Calls

These phrases will help you sound natural and professional when handling everyday phone calls and writing emails for work.

Key Phrases

Voice
Answering the phone · 2 ways to say it

Hello, this is Alex from the marketing department.

neutral

A clear and standard way to answer an internal work call.

Good morning, Smith Associates, how may I help you today?

polite

Often used by receptionists or customer service staff when speaking to the public.

Asking to speak to someone · 2 ways to say it

Is Sarah around?

casual

Only use this if you know the person answering the phone well.

Can I speak to Sarah, please?

neutral
Taking a message · 2 ways to say it

She's not here right now. Want me to take a message?

casual

Drops 'Do you' at the start for a very natural, fast spoken sound.

I'm afraid she's in a meeting. Would you like to leave a message?

polite
Leaving a contact number · 2 ways to say it

Just tell her to call my cell when she gets a chance.

casual

US: American English speakers use 'cell'.

Could you ask her to call my mobile when she is free?

neutral

UK: British English speakers prefer 'mobile'.

Making a request · 2 ways to say it

Can you send me that report when you have a minute?

casual

Would you mind sending me the report when you have some time?

polite

Remember to always use the -ing form of the verb after 'mind'.

Scheduling a meeting · 2 ways to say it

When is a good time for us to meet next week?

neutral

When would be a convenient time for you to schedule a meeting?

polite
Following up · 2 ways to say it

I am just following up on the email I sent yesterday morning.

neutral

I wanted to check if you have had a chance to review my email.

polite

Uses the past tense 'wanted' to sound softer and less demanding.

Ending a call · 2 ways to say it

Talk to you later, bye.

casual

Thanks for your help, goodbye.

neutral

Practice Dialogue

Client
Hello, this is Jordan. Can I speak to Sarah, please?
Office Manager
Hi Jordan. I'm afraid she's in a meeting. Would you like to leave a message?
Client
Yes, please. I'm just following up on the email I sent yesterday. Tell her to call my cell.
Office Manager
Sure thing. Does she have your number?
Client
Yeah, she has it. Also, could you ask her when is a good time for us to meet next week?
Office Manager
I can definitely pass that on. Would you mind sending me the report too, so I can print it for her?
Client
No problem, I'll email it right now. Thanks for your help.
Office Manager
Anytime. Have a good day, bye.

More Work & Study (B1)

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