Business English

Business English

Returning a phone call

Today, it’s common to see a number of different professionals in a number of different fields of employment engaged and rather busy with their work. However, business experts have an especially minimal amount of free time available in the office, and as such, they often find themselves returning phone calls—or calling back fellow industry specialists who’ve contacted them regarding a matter of professional significance. Return phone calls are typically issued in response to business call messages, or short summaries left when a professional isn’t able to take a phone call, for the purpose of highlighting the reason that contact is being initiated.

In terms of tone, return business phone calls can capture a number of different moods and attitudes, which the caller can decide upon; some business calls are friendly, while others are naturally competitive. However, generally speaking, returned phone calls should be made as soon as possible and should concern the matter for which contact was initiated by the caller. Consider the following example of a typical return business phone call, as continued from the previous example of a typical business phone call message.

Lotner: Hello, my name is Jared Lotner, and I’m returning a message I received from Jack Tempt.

Tempt: Hello, Jared. Thanks for returning my call. How’s everything going?

Lotner: Not too bad, thanks for asking. You mentioned that additional product information I asked about in your message, right?

Tempt: I did. I was able to secure files containing the data you wanted to see.

Lotner: That’s awesome! Would you like to disclose it to me now? I could also review the file itself if you email it.

Tempt: Whatever is most convenient for you sounds good to me.

Lotner: Could you email it over?

Tempt: Certainly! I’ll send it right now.

Lotner: Great, thanks. I’ll call you back after I take a look.

Tempt: Sounds good.

In this example, neither caller is pushy, rude, or unprofessional, but it’s apparent that they respect one another and understand that they’re both rather busy. Mutual respect is a hallmark of the business world and especially the business world in terms of phone calls as time is a valuable commodity. Lastly, this example shows how important business return phone calls are, as they can initiate the development of multimillion-dollar deals and agreements, as well as relationships that span across multiple decades.

Multiple Choice

What is a return business phone call?

• A message left for another business professional

• A phone call made for leisure purposes

• A call back to a fellow industry specialist who left a message inquiring about a matter of professional significance

Multiple Choice

When should a return business phone call be made?

• Whenever is convenient

• Two to three hours after a message is received

• As soon as possible

• Never; the caller should be expected to leave another message.

Multiple Choice

What is the tone of an efficient return business phone call?

• Pushy and rude

• Slow and drawn-out

• Careless

• Respectful, attentive, and focused

Multiple Choice

Why are return business phone calls important?

• They can lead to large contracts and agreements

• They help professionals build confidence amongst fellow business specialists

• They help business experts to develop contacts

• All of the above

Multiple Choice

How can a large amount of information be relayed through a return business phone call?

• Through a long speech by one caller

• Through the mail, after one caller provides his or her address

• Through email, after one caller provides his or her email address

• Through text message

Business English

Setting up a meeting

As many quick-learning students of business know, business phone calls are great for developing professional relationships and making agreements, for a number of different reasons. With that said, when a lot of time, money, and respect are on the line, it’s not unusual for two or more individuals to meet and discuss a matter of significance face-to-face.

Face-to-face meetings have been important parts of the business process for years, and all signs indicate that they will remain so for many years to come. However, arranging a face-to-face meeting is a process most often completed through a business phone call; thus, it’s imperative that this call be as precise as possible. Consider the following business phone call example, wherein the caller sets up a face-to-face meeting:

Lotner: Hello, Jack? It’s Jared. I had a chance to review the information you emailed, and I’m very impressed.

Tempt: That’s great to hear, Jared! I was hopeful that you’d be satisfied.

Lotner: Well, I certainly am, and if possible, I’d like to meet you in-person to discuss some questions I had.

Tempt: That’s definitely possible; when were you thinking, for the meeting?

Lotner: I’m a bit busy the rest of this week…Would next Tuesday around noon work?

Tempt: Let’s see…Yes, I’m all free next Tuesday at noon.

Lotner: Excellent! Would you like to meet at my office? I can also come to yours, if you’d like.

Tempt: Your office works for me.

Lotner: Fantastic! I’ll see you then.

Tempt: I’m looking forward to it.

This typical example might seem insignificant, but it could once again mark the start of a massive, mutually beneficial partnership. In the “real world,” arranging a meeting might be slightly more difficult, because of each businessperson’s busy schedule, but if one remains professional and courteous, the process should be successful.

Multiple Choice

What is a face-to-face meeting, in the business world?

• A beneficial business conference between two or more professionals to discuss a matter of significance

• A video conference

• A multi-person phone conversation

Multiple Choice

How are face-to-face meetings typically set up?

• Through a text message

• Through a phone call

• Through an email

• Through a letter

Multiple Choice

How should issues with scheduling a face-to-face meeting be solved?

• Respectfully, and with an understanding of the other party’s busyness

• Rudely, to force the other party’s hand

• Loudly, to fix the issue as quickly as possible

• Angrily, to intimidate the other party

Multiple Choice

Which of the following is a potential benefit of a face-to-face meeting?

• A fun time that takes all involved individuals’ minds off of work

• The development of a profitable and mutually beneficial arrangement

• Face-to-face meetings have no benefits

• Having an opportunity to tell funny jokes

Multiple Choice

What should one do if an attempt to arrange a face-to-face meeting is unsuccessful?

• Call back and try again immediately

• Contact the other party’s supervisor and explain the situation

• Ignore the other party forever

• Try to arrange the meeting at a later and more convenient time