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Learning Objectives
By the end of this lesson, you will be able to:
- Make professional phone calls to colleagues and suppliers clearly and politely.
Exercise 1
Situation
Direction: Read the situation for today's lesson
Alex needs to call a supplier to confirm delivery dates and a colleague to clarify project details. He wants to be clear, polite, and efficient. Mr. Miller expects concise updates, Sarah may suggest helpful phrasing, and Omar is observing to learn professional phone etiquette. Alex must practice using natural, polite expressions while keeping the conversation productive and focused.
Exercise 2
Vocabulary
Direction: Listen and repeat after your tutor
Follow up
Phrasal verb
/ˈfɑːloʊ ʌp/
Meaning:
To check on something after a previous conversation or action.
- I’m calling to follow up on the delivery schedule we discussed last week.
Circle back
Idiom
/ˈsɜːr.kəl bæk/
Meaning:
To return to a topic or discussion later.
- Let’s circle back to this issue after the meeting.
Clarify
Verb
/ˈklær.ə.faɪ/
Meaning:
To make something clear or easier to understand.
- Could you clarify the expected delivery date?
I’m calling to…
Phrase
/aɪm ˈkɔːlɪŋ tu/
Meaning:
A polite way to state the purpose of your call.
- I’m calling to confirm the project timeline with you.
Exercise 3
Office Conversation
Direction: Read the conversation aloud with your teacher.
Situation:
Alex calls a supplier and a colleague to confirm delivery and clarify project details.
Good morning, this is Alex from BrightCore Solutions. I’m calling to confirm our delivery schedule.
Alex
Good morning, Alex. Everything is on track for Friday.
Supplier
Great. Could you clarify the quantity we should expect?
Alex
We will send 500 units as planned.
Supplier
Thank you. I’ll follow up if there are any changes.
Alex
Hi Sarah, I’m calling to clarify the client report details.
Alex
Sure, let’s circle back to the section on budget projections.
Sarah
Perfect. I’ll update you by the end of the day.
Alex
Check Understanding
Direction: Answer the questions about the conversation.
1. Who does Alex call first?
2. What phrase does Alex use to explain why he is calling?
3. What does 'circle back' mean in the conversation with Sarah?
Exercise 4
Study Guide
Direction: Read the study manual aloud.
Making professional phone calls is an essential skill in American business culture. Start by introducing yourself and stating the purpose of your call using clear phrases like “I’m calling to…” This helps the listener understand the reason for your call immediately. Always speak politely, listen carefully, and confirm key details to avoid misunderstandings.
When discussing multiple topics, it can be helpful to “circle back” to items you cannot resolve immediately. Following up on previous conversations shows reliability and professionalism. Use verbs like “clarify” to ask questions and ensure everyone understands the information correctly.
Keep your tone friendly yet professional. Take notes during the call and summarize important points at the end. Practicing these steps regularly will help you sound confident and efficient, making your phone calls productive for both colleagues and suppliers.
Exercise 5
Choose the Correct Answer
Direction: Direction: Select the correct answer from the options A, B, or C.
1. Alex is calling ___ the supplier to confirm details.
A. in
B. at
C. to
2. He speaks with ___ polite tone.
A. a
B. an
C. the
3. Alex ___ follow up with the supplier if needed.
A. will
B. are
C. be
4. Yesterday, Alex ___ the colleague about the report.
A. calls
B. called
C. will call
5. Omar watches Alex so ___ can learn professional phone skills.
A. he
B. him
C. his
6. Alex speaks clearly and ___ during calls.
A. slow
B. slowly
C. slowness
7. Sarah is ___ helpful peer in the team.
A. a
B. an
C. the
8. Alex wants to ___ the delivery schedule with the supplier.
A. clarify
B. bring
C. put
Exercise 6
Discussion
Direction: Discuss these questions to practice speaking and share experiences.
1. How do you start a phone call professionally at work?
2. When should you follow up after a call?
3. What phrases help you sound polite on the phone?
4. How do you clarify information without sounding rude?
5. Where is it important to circle back to topics later?
6. What makes a phone call effective in your workplace?
7. How do you handle unexpected questions during a call?
8. When should you take notes during a phone conversation?
