Conversation on the Phone

Generally speaking, when you are calling in a business context (making calls related to employment, finances, law, health or applications of any sort), you should show politeness by using words like:

• could
• would
• can
• may

when making a request. When you ask for something, or receive help or information, you should use:

• please
• thank you
• thank you very much.

It is also okay to use some of the informal features of the English language such as short forms, phrasal verbs and words like okay and bye – in other words, everyday English! So phrases like:

• ‘I’m off to a conference, okay, bye’,
• ‘Hang on a moment, I’ll put you through’ 

If it is more of an informal phone conversation (speaking to a friend, family member, close work colleague or even a friend of a friend), then a high level of formality is usually not required, but you should still speak with a polite manner, as it is seen as respectful.

1. Taking / Receiving a Call

You may need to use these if you are answering someone else’s phone, because they are unable to answer it themselves, or if you are answering an office phone.

Formal

• ‘Hello, this is ___ speaking’
• ‘___ speaking, how may I help you?’

Informal

• ‘Hello, John’s phone’

2. Telephone Problems

If you don’t understand everything the other person is saying, be honest. Tell the other person immediately, otherwise you might miss some important information! Most people will appreciate your honesty, and will be happy to oblige.

Formal 

• ‘I’m afraid I can’t hear you very well’
• ‘Would you mind speaking up a bit please?’
• I’m afraid my English isn’t very good, could you speak slowly please?’
• ‘Could you repeat that please?’

Informal

• ‘Sorry, I didn’t catch that’
• ‘Say that again please?’
• ‘I can’t hear you very well’
• ‘Sorry, this line is quite bad’

3. Saying Goodbye

The easiest part of the conversation! Simply be polite, and speak with a friendly manner.

Formal

• ‘Thank you for calling’
• ‘Have a good day’
• ‘Goodbye’

Informal

• ‘Bye!’
• ‘Talk soon’
• ‘Speak to you again soon’

Example:

Emir : Assalamualaikum, Hallo, Irfan, Where are you? It is 3.10. I have been waiting for you.

Irfan : Waalaikumsalam, Hallo, Emir, I am sorry. I will be late. There is problem with my motorcycle.

Emir : Where are you now?

Irfan : I am at the pet shop near Rizky's House.

Emir : Will it take much time to fix the motorcylce?

Irfan : I dont know, maybe it will take about thirty minutes.

Emir : Seriously? You should contact Rizky, Because he khows how to fix a motorcycle.

Irfan : Do you have Rizky's number? Would you spell it?

Emir : Yes, I have, I will spell it. The number is 021-123678.

Irfan : Ok, Thank you, Emir. Assalamualaikum.

Emir : Your welcome. Waalaikumsalam.

Rizky : Hallo, Good morning. Who is speaking?

Irfan : Hallo, Good morning, I am Irfan your classmate.

Rizky : Oh Irfan, what's up bro? Seldom rarely you call me in this time.

Irfan : I have problem with my motorcycle.

Rizky : Hmm I see. Maybe you should check the plug.

Irfan : Sorry, I can’t hear you very well. Could you spell it again?

Rizky : P-L-U-G. Sometimes the plug is problem on motorcycle.

Irfan : Could you come here, I am really don't know about problem of motorcycle.

Rizky : Okay, I will come to you. Where are you now?

Irfan : I am at pet shop near your house.

Rizky : Ok, just wait a minute.

Irfan : Thanks a lot, Rizky. Assalamualaikum.

Rizky : Your welcome. Waalaikumsalam.

Source : https://www.myenglishteacher.eu/blog/phone-conversation-most-commonly-used-english-phrases-on-the-phone/