If a person is answering the telephone, he or she should never answer on the first ring. Callers do not expect this and will be taken off guard.
Don’t answer the phone when eating, chewing, or drinking. If a person has anything in his or her mouth it should be swallowed or removed before picking up the phone to either answer it or place a call.
If you must leave the phone, never leave the line open. Instead place the person on hold and check back with him or her frequently – preferably every 45 seconds.
Never say the words, “I don’t know” when talking with someone on the phone. The ideal response to a question where there is not a definite answer is to say “I’ll check on that for you.”
When talking to a client or a customer never say anything that can be taken as rudeness. The person who answers the phone should always talk to the caller in the way that he or she would like someone to speak to them.
A person should never use slang when speaking to a caller.
Swear words should also never be used, and may be illegal under certain circumstances, according to Federal law.
It is never acceptable to argue with a caller.
Do not transfer a call without informing the person on the phone and asking permission to do so.
When ending a phone call, do not hang up the phone without a positive closure such as “Thank you for calling,” or “Have a Good Day.”