5 Ways to Dress Up Any Telephone Conversation

Quality receptionist etiquette is the name of the game here at Ruby® Receptionists.

Our virtual receptionist team knows how to make a positive impact within moments of picking up the phone. Our exchanges with callers are typically brief, but we’re always on the lookout for ways to connect and spread a little happiness. We’ve found it’s easy to make every telephone experience a great one, and you can do the same!

Whether your next chat is short or long, basic or involved, you can make a great impression on your caller with these five tips:

  1. Check in at the get-go. As soon as you know who you’re talking to, ask a polite question to engage your caller. “How are you?” is a standby, but if you know your caller well, try going for something more specific and open ended (“How’s your new house?”). A little warmth goes a long way!
  2. Slip a “thank you” into every exchange. Look for at least one opportunity to express your gratitude, even if it’s for something small. We recommend a polished “thank you” over a super casual “thanks”.
  3. Use words that pack a punch. The nice kind. You may only have a minute or two to chat, but that doesn’t mean you can’t express a lot. Rather than saying “sure” or “okay,” exhibit your enthusiasm to be helpful with “Absolutely!” or “Certainly!”, “Of course!” or “You bet!”
  4. Balance a negative with a positive. If you can’t do what a caller is asking of you, follow your “no” with something you can do: “Jim is not currently here in the office, but I would be delighted to send a message letting him know you called!”
  5. Sign off with style. Cap your phone call with a friendly statement. You don’t have to talk for long to work in a nice sign-off: “Have a nice day, Dave! I’ll connect you to Terry’s line now.” Use your caller’s name if you can — it shows that you’ve been listening!

Have any telephone tips of your own? Share them by Tweeting us @callruby!

Ruby Blog

View All

Attorney answering services: everything you need to know

Small Business Tips

Why click-to-call is vital to your small business growth

From 2005 (or 1962?) to 2019. We’ve come a long way together!

Small Business Tips

The key benefits of Live Chat for businesses.

Receptionist Tips

Four fundamental reasons to connect

Small Business Tips

What is an answering service?

Ruby Reads.
Ruby Reads Book Club

Ruby Reads: Mastering the Rockefeller Habits

Ruby Reads Book Club

Meet Ruby Reads

Small Business Tips

How to grow your real estate business: maximizing income while maintaining work/life balance.

Small Business Tips

What does a Virtual Receptionist do?

Pattern of various symbols for dividing the page

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up

Ruby Newsletter

Sign up and stay up to date on all the Ruby goodness.