Common Expressions and Polite Communication Skills for English Phone and Video Messages

Okay, so now we've looked at the guidelines. Now, let's look at some language that will help make your message clear and professional. Before you give an explanation about a problem, say your reason for calling. It should be a simple, short sentence. Listen to these examples. I'm calling because we're planning a special event for a new product that we're going to launch. I'm calling about an event I'm planning and I have a bit of a problem. I'm calling to ask about the invitations. Now, you try it. What words can you use to complete these sentences? I'm calling because I'm calling about or I'm calling to. Say the complete sentence giving the reason. Then listen to the correct answer. I'm calling about a place to hold a company meeting. I'm calling because we're looking for a place to hold a company meeting. I'm calling to find out more information about your company. I'm calling about an advertisement I saw for your company. I'm calling to ask for some help with an event. I'm calling because I'm setting up a conference.

Sometimes we need things urgently. When you're in a hurry, you want to shout, I need this now. But there are polite ways to say those things. By adding models like would or could, we can soften a request. So it doesn't sound so demanding. Instead of saying, call me right away. You can say, I would really appreciate it if you could call me right away. Instead of saying, call me back today. You can say, I would really appreciate a call back today. Or you can ask, could you call me back today? If you use models here, you'll sound more professional. If you have a specific deadline, it's useful to tell the listener. The deadline is when you must have something. You should use the word by with the deadline. For example, you can say, could we get this by Friday? That means Friday is the last possible day. I'd like to have this by next week. We really need to finish this by noon. We often use before to indicate the deadline. Can you get that to me before Friday? Both of these phrases tell the listener that the time is important. It makes it clear that you have a deadline.

When we talk about a deadline, we don't use until. This is a common error. You wouldn't say, I need this until Friday. If you are talking about the length of time before the deadline, use in. Our event is in three weeks. We need this in a couple of days. If you're in a hurry, you can also use the word soon. It's a nice way to tell the listener that your request is urgent. You can say, I have to make a decision soon. We need to act soon. We can also end the phone call with a polite phrase, but add the word soon. I look forward to talking to you really soon. I hope to talk to you soon. This is a polite way to remind the listener that time is important. You can also use the phrase right away. It's a little stronger than soon, so you might want to soften the sentence. Instead of, I need it right away, you could say, could you send it to me right away? Avoid using the word ASAP. Unless you know each other well, this always sounds a little bit rude.

If you are not in a hurry, you might say that to the listener. You can use words like this. Give me a call when it's convenient. This tells the person that you have a little more time. It really helps someone who has a busy schedule. Remember not to be annoyed or angry. If someone forgot to do something, you can always use words to gently remind them. First, remind them what they were going to do. Then say what happened. You are going to send me samples, but I haven't received them. You can also use the word, unfortunately. This makes the bad news softer. You are going to send me samples, but unfortunately they haven't arrived. You can also use, I'm afraid to soften your message. I'm afraid they aren't here yet. Don't blame the listener. Don't use you in this part of the sentence. Don't say, but you didn't do it.