Speaking: using the telephone for business
Pre-intermediate to advanced level (A2-C1) 

Learning a few useful phrases can help you use the telephone in business situations.

Here are some useful sentences and expressions. After these there is an example telephone conversation.

Ian Green works for Skanda Bank
Marika and James Grey work for Torpa Pharmaceuticals

Answering a call
Hello, this is Marika. How can I help you?
Hello Torpa Pharmaceuticals. This is Marika. How can I help you?

Introducing yourself
This is Ian Green. I’m calling from Skanda Bank.

Asking who is on the telephone
Excuse me, who’s this/who’s calling?
Can I ask who’s calling, please?

When you can’t hear the caller very well
I’m sorry, could you repeat that?
I’m sorry, I didn’t catch that.
You’re rather faint. Could you say that again, please?
I’m sorry the line’s not good.

When you don’t understand what someone is saying
I’m sorry, could you repeat that?
I’m sorry, I’m not sure what you mean.

Asking to speak to someone
Can I have extension 975, please? (extensions are internal numbers at a company/organisation)
Could I speak to James Grey? (Can I – more informal / May I – more formal)
Is James Grey in? (Informal expression meaning: Is James in the office?)

Connecting someone
Just a moment, I’ll (try to) put you through.
I’m afraid/sorry but the line is busy. (When the extension requested is being used)
Can you hold the line? Can you hold a moment?

How to reply when someone is not available
I’m afraid Mr Grey isn’t available at the moment. Would you like me to ask him to call you back?
I’m afraid Mr Grey is tied up at the moment.
Mr Grey isn’t in/is out at the moment.

Taking a telephone message
Could/Can/May I take a message?
Could/Can/May I tell him who’s calling?
Would you like to leave a message?

Example conversation
Marika:  Hello Torpa Pharmaceuticals. This is Marika. How can I help you?
Ian:       This is Ian Green. I’m calling from Skanda Bank. Could I speak to James Grey in                  accounts?
Marika:  Just a moment, I’ll (try to) put you through.
Marika:  I’m afraid/sorry but the line is busy. Can you hold a moment?
Ian:       Yes.
Marika:  Hello, I’ll just put you through.
Ian:       Thanks.
James: Hello, this is James.
Ian:       Hello James/Mr Grey. I’m calling about one of your payments.