Receptionist tips for answering the phone: 3 ways to make your company’s greeting great.

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Proper business greeting

First impressions: you never get a second chance to make them, and at Ruby® Receptionists, we’re all about making them great.

For our virtual receptionists, answering the phone is a chance to show off our super-friendly stuff. A company’s greeting plays a key part in making an impeccable impression on a caller, and we love helping new clients craft greetings that wow!

Without further ado, here are three Ruby-approved elements to use when answering the phone:

A greeting.  

I know, you’re shocked.

But, first things first: simply stating your company name isn’t enough. Begin your company’s greeting with “Hello,” or “Thank you for calling,” or, if most of your callers are in the same time zone, try “Good morning/afternoon.” Better yet, combine two or three of these options in your greeting!

Welcome your callers with a few warm words before saying anything else. A little courtesy goes a long way!

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Your company name.

Now, “Hello” is a great way to begin a greeting, but it does not a greeting make. If your business is answering the phone with “Hello” alone, call a company meeting pronto and nix that nuttiness. In fact, a plain “Hello” can be confusing to callers, and it’s likely to make them question whether they’ve dialed the correct number. Always state your company name when taking calls. You’d hate to have a potential client hang up on you because they think they’ve misdialed, right?

An offer of assistance.

“How may I help you?” Ah, what beautiful words. Let your callers know you’re raring to make their day by rounding off your greeting with a question. “How may I help you today?” and “How may I assist you?” are two rock-solid options. Are you routing calls rather than addressing questions when answering the phone? Perhaps try “How may I direct your call?” Is there a question you need to ask every caller? Ask it! (“May I have your account number please?”)

Because every customer wants to feel considered, ending your greeting with a helpful question makes for a great customer experience every step of the way.

Your Gleaming Greeting:

After all is said and done, here’s what the finished product should look like, er…sound like, rather: “Good morning! Thank you for calling ABC Company. How may I help you today?”

I feel good just reading it. Sure beats the heck out of “Hello”!

Of course, your greeting is only part of the amazing-memorable-unbeatable call handling equation. Get our full walkthrough in our comprehensive guide to call-handling!

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*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.