Essential English Phrases for Making Phone Calls (Formal and Informal)

Phone calls are tricky even for confident English speakers. You can't see facial expressions or gestures. You have to think fast. And the language you use changes completely depending on who's on the other end.

Here's the good news: phone English follows predictable patterns. Learn a few key phrases for each situation, and you'll handle calls with ease.

Ready to find out your level? Take the free test 7-day trial, no card Start Speaking Practice

Deepen Your Learning

• The Power of Reading Aloud: Boost Your English Pronunciation and Comprehension
• How to Commentate on Sports in English: Key Phrases for Friendly Matches
• How to Improve Your English Accent by Mimicking Native Speakers: A Step-by-Step Guide

Formal Phone Calls (Business & Official)

Stick to polite, complete sentences. Avoid contractions like "I'm" or "don't" if you want to sound extra professional. But don't overdo it—nobody talks like a Victorian novel.

Starting the call:

• "Hello, this is [Name] speaking."
• "May I speak with [Name], please?"
• "I'm calling regarding [topic]."

Putting someone on hold:

• "Could you hold for a moment, please?"
• "Please bear with me while I check."

Taking a message:

• "I'm sorry, [Name] isn't available right now. Can I take a message?"
• "Could I ask who's calling?"

Ending politely:

• "Thank you for your time. I look forward to hearing from you."
• "Please don't hesitate to call if you have further questions."

Here's a quick comparison to help you recognize the shift in register:

Informal Phone Calls (Friends & Family)

Short, casual, full of contractions. You can even start with "Hey" or "Hi." No need for "please" every sentence.

Starting:

• "Hey, it's [Name]. Is [Name] there?"
• "Hi, is this [Name]?"

If you need to call back:

• "I'll call you back in a bit."
• "Text me if I miss you."

Ending:

• "Alright, talk to you later."
• "Gotta go. Bye!"

One tip: don't mix registers unless you're joking. Saying "May I speak with Mom, please?" to your father will get you a weird look.

Handling Difficult Moments

Everyone gets stuck on the phone. Keep a few rescue phrases ready:

• Didn't catch a name: "I'm sorry, could you spell that for me?" (formal) / "Sorry, what was your name again?" (informal)
• Bad connection: "You're breaking up. Could you repeat that?" / "Sorry, I missed the last part."
• Need time to think: "Let me just check that for you." / "Hmm, give me a second."

The trick is buying time without sounding lost. A simple "One moment" works wonders.

Quick Practice Tip

Record yourself saying these phrases out loud. Then try them with a partner. The muscle memory of speaking matters more than memorizing lists.

Phone English gets easier with repetition. Start with the formal phrases for work situations. Mix in the casual ones for friends. Soon you won't have to think about it.

---

Want to see how your phone English holds up? Test your speaking skills for free on English Measure—we cover Reading, Listening, Writing, and Speaking. Take the test here and get instant feedback on your level.

---

📝 Related Practice Section

Speaking Practice: Start chatting with our AI to practice speaking and improve your English pronunciation for free!

👉 Click here to start your free Speaking Practice now!