When you talk to a receptionist in English you need the right words to say.
The phrases you use will be different depending on the context.
Listen to today’s episode and learn vocabulary and expressions to be able to talk to a receptionist in English.
Business calls
Michelle asks Lindsay if she frequently finds herself talking to a receptionist when trying to get in touch with someone.
Lindsay responds that it isn’t as frequent these days.
She finds it’s more common nowadays to call and get a recorded voice on the other end.
A lot of calls are now automated, especially in bigger businesses.
However, smaller companies often still have a receptionist answering phone calls.
Getting in touch
Today you’ll learn what to say when you want to get in touch with someone but need to get past a receptionist.
If you are a professional and you live in the U.S., you will likely encounter talking to a receptionist on the phone.
You want to be prepared and know what to say or ask to be able to get what you want.
This can be applicable in your personal life as well as at work.
For example, you might call your doctor and a receptionist will take your call.
You need the vocabulary to schedule a doctor’s appointment or whatever is needed.
Hello, receptionist?
Lindsay and Michelle share different contexts where you’ll be talking to a receptionist.
In these cases, you need to communicate with them a request or that you’re trying to reach someone.
Here are the different scenarios or conversations you may have when talking to a receptionist.
When you call and ask to talk to someone, the receptionist might say:
“I’m sorry he/she’s not in right now, may I take a message?”
What you can say next depends on the urgency and how well you know the person.
Today we share phrases for how you might respond.
#1: Try again later
You may not want to provide information about who you are or why you are calling.
In this case, you can just inform them you will call back later.
That’s ok I can try again later!
This is ideal if you don’t want to leave a message and you’d prefer to wait and talk to the person you’re trying to reach.
#2: Find out when to call back
You may need to ask about a good time to call back.
This is a good option if there is urgency to your conversation.
Do you happen to know what time he/she will be back?/ I’ll try back then!
You can use this phrase to find out more information so you know when to call back.
#3: Identify yourself
This phrase is best if you do want to identify yourself.
This will often be the best way to ensure your call is returned.
Sure, this is x calling!
You can then share your name and leave details so the person you’re looking for can call you back when they’re available.
You will then leave your details with the receptionist.
#4: Not urgent
If your call is not urgent, you may want to inform the receptionist.
Oh it’s okay. It isn’t urgent.
You can add this as a detail when you leave a message.
This will let the receptionist know the lack of urgency for the call.
You can then provide your details for a call back or say you’ll try later.
Roleplays
Here are a couple of roleplays from Lindsay and Michelle using the tips and vocabulary shared in today’s episode.
This will help you better understand how to apply these expressions in a conversation like a native English speaker.
In this first scenario, Lindsay is calling because she needs to know if someone is coming to pick up her client at the airport.
Michelle is the receptionist.
Lindsay: Hi, is George there?
Michelle: Oh I’m sorry he just stepped out. Can I take a message?
Lindsay: Do you know what time he will be back? It’s urgent.
Michelle: Oh probably in 5 minutes.
Lindsay: Thanks, I’ll try back then.
In this second scenario, Michelle is calling because she wants to make a lunch plan.
Lindsay: Hi, this is Lindsay. How can I help you?
Michelle: Is Rachel there?
Lindsay: No, I’m sorry she’s in a meeting. Can I take a message?
Michelle: No, that’s ok it isn’t urgent. I’ll try back later!
Lindsay: Okay, great, have a nice day!
Michelle: You too!
Takeaway
These are great tips for phrases to say to a receptionist.
Whether you’re reaching out for something urgent or just trying to book a time for lunch, you need the right phrase.
You want to know how to communicate with a receptionist and get information or leave information.
You want to be pleasant and make a good connection even if they are just mediating between you and the person you want to talk to.
There are so many good tips shared on The Business English Podcast to make the connections you want at work.
You can check out episode BE 329: I Can’t Wait to Meet You in Person to know what to say to colleagues when you’ve been working remotely and are finally meeting each other.
What are other phrases you use when you talk to a receptionist over the phone?
Share a phrase in the comments below!
