TELEPHONE ETIQUETTE

ANSWERING MACHINE/VOICE MAIL

An answering machine/voice mail is used to take your calls when you are out. If you do not have an answering machine, purchase one NOW so you don't miss any calls from potential employers.

If you currently have an answering machine, now is the time to update your "unusual" or "unique" greeting. Ask yourself what your future employer will think of your message and how that message represents you. Some tips:

Do: Make sure your message is polite, direct, and businesslike.
Make sure your message can be understood clearly.
EXAMPLE: Hello, this is (phone number). I am sorry I am not available to take your call right now. Please leave your name, telephone number, a brief message, and the best time to reach you. I will get back to you as soon as possible.
Return telephone calls promptly.

Do Not: Make crude comments or mention social references in your message (i.e. I'm unable to answer my phone because I'm out partying).
Have music playing in the background.
Let children record the greeting.
Use multiple people when recording the greeting.

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LEAVING A MESSAGE WITH SOMEONE

When you have to leave a message for someone to return your telephone call, try to have the correct prounciation of their name and make sure you state the following clearly:

• Your name

• Your telephone number

• Your message

• The best time to reach you

• Your name again

• Your telephone number again

• Then hang up gently

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TELEPHONE ETIQUETTE TIPS

Everybody has tough days. Before you pick up the telephone, make yourself smile. It will help make your voice sound pleasant even if you don't feel pleasant.

Some tips:
• Be kind, polite, direct, enthusiastic, and speak with a strong voice.

• Try to find a quiet room where there is no background noise, i.e. television/radio.

• Do not yell at children or talk to others in the room while you are on the telephone.

• Do not eat, drink, or chew gum while talking on the telephone.

• Always have paper and pen by the telephone, as well as your resume, references, work history, and a list of questions.

• Make sure the other people in your household are prepared to take messages for you.

• Do not let children answer the telephone.

• Never put an employer on hold to answer call waiting.

• Make sure you answer the telephone by saying, "Hello," not "Speak" or "Yeah" or "Who is this."

• When you answer the telphone and the caller says, "Is _____ home?"

  DO NOT respond with:
  --"Yes." This is confusing to the caller. Instead, answer by saying, "This is he/she" or "Speaking."

  --"Who is this?" before you will commit to being there. "He/she's not here." Then when the caller identifies himself, say, "Oh okay this is me."

• When a person in your household answers the telephone, tell them not to ask who it is before they will say if you are home.

• If you are asleep when an employer calls, have whoever answers the telephone wake you immediately, especially if and employer is calling during the late morning or afternoon hours.

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