Dialogues for Business Calls in English + Exercise PDF

We know how important effective telephone communication is, so we have prepared a great list of business English phone calls dialogues exercises for you. This guide provides easy to follow up dialogues, practical examples and targeted exercises to help you feel comfortable in your business telephone conversations.

Telephone Practice Exercises in English

1. Making Contact: Dialogues and Examples

Formal Setting: Initial Contact

Example Dialogue:

• Receptionist: “Good afternoon, this is Linda from Easton Enterprises. How may I assist you today?”
• Caller: “Good afternoon, Linda. My name is David Collins, and I’m calling from Global Tech. I’d like to speak with Ms. Emily Banks regarding our recent proposal.”
• Receptionist: “Let me check if she’s available. Could you please hold for a moment?”
• Caller: “Of course, take your time.”

Practice Tip: Role-play different formal scenarios by changing company names and call purposes. This helps learners adapt the dialogue to various professional settings.

Informal Setting: Casual Check-In

Example Dialogue:

• Caller: “Hey Ben! It’s Karen. Do you have a minute to talk?”
• Receiver: “Karen, hey! Yeah, I’ve got a few minutes. What’s up?”
• Caller: “I just wanted to check in about the plans for this weekend. Are we still on for Saturday?”

Practice Tip: Modify the dialogue to include various informal topics like planning a party or a trip, and practice continuing the conversation.

2.Telephone Practice Exercises – Taking a Call

Business Context

Example Dialogue:

• Receptionist: “Good morning, Star Logistics. You’re speaking with Angela. How can I assist you today?”
• Caller: “Hello Angela, this is James from L&P Shipping. I’m calling to confirm the details of our next shipment.”
• Receptionist: “Thank you, James. Let me pull up your records. Could you please provide your shipment ID?”
• Caller: “Of course. It’s 7X22-34.”

Practice Tip: Role-play both sides of the call, focusing on gathering and verifying specific information, such as shipment IDs or account numbers.

3. Putting Someone on Hold: Extended Dialogues

Handling a Transfer

Example Dialogue:

• Receptionist: “Good afternoon, Premier Financial Group. This is Lisa. How may I direct your call?”
• Caller: “Hi Lisa, I’m Paul Stanton from Stanton Solutions. I need to speak with your HR department.”
• Receptionist: “Certainly, Mr. Stanton. I’ll transfer you to our HR team now. Please hold the line.”
• HR Rep: “Good afternoon, this is Rachel from HR. How can I assist you today?”
• Caller: “Hi Rachel, I’d like to discuss an issue regarding the payroll for one of our recent hires.”

Practice Tip: Practice smooth transfers and extend conversations by resolving issues or gathering additional information.

4. Taking a Message: In-Depth Practice

Formal Message Taking

Example Dialogue:

• Caller: “Hi, this is Sarah from MTR Consulting. May I speak with Mr. Thompson, please?”
• Receptionist: “I’m afraid Mr. Thompson is currently in a meeting. Would you like to leave a message?”
• Caller: “Yes, could you let him know that Sarah called regarding our upcoming project? He can reach me at 555-1234.”
• Receptionist: “Absolutely, I’ll pass on the message. Could you confirm your last name for me?”
• Caller: “It’s Daniels, D-A-N-I-E-L-S.”

Practice Tip: Extend the dialogue by confirming and spelling out important details to ensure message accuracy.

5. Telephone Problems: Practice Scenarios

Clarification and Wrong Number

Example Dialogue 1: Clarification

• Caller: “Hi, is this the IT department?”
• Receiver: “I’m sorry, I didn’t quite catch that. Could you repeat the department name?”
• Caller: “Sure, I’m looking for IT support.”
• Receiver: “Got it. Let me connect you to IT.”

Example Dialogue 2: Wrong Number

• Caller: “Hello, is Mike there?”
• Receiver: “I think you might have the wrong number. This is Andrews Bakery.”
• Caller: “Oh, my apologies. I’ll double-check the number and try again.”

Practice Tip: Create additional scenarios involving telephone problems and practice resolving them with polite language.

6. Finishing Conversations

Wrapping Up Business Calls

Example Dialogue:

• Caller: “Thank you for the update on the project. I appreciate your time.”
• Receiver: “Of course, it was my pleasure. We’ll send over the final report by Friday.”
• Caller: “Perfect. I’ll keep an eye out for it. If I have any further questions, I’ll give you a call.”
• Receiver: “Sounds good. Have a great day!”
• Caller: “You too. Take care.”

Practice Tip: Practice adding more details to goodbyes, such as future plans or follow-ups, and adjust the tone based on formal or informal settings.

7. Talking for the First Time with Someone on the Phone

Business Introduction

Example Dialogue:

• Caller: “Good morning, is this Mr. Robert Thompson?”
• Receiver: “Yes, speaking. Who am I speaking with?”
• Caller: “This is Susan Reed from Oakwood Insurance. I’m calling to introduce myself and discuss the new policies available for small businesses like yours.”
• Receiver: “Thank you for reaching out, Susan. I’m interested in hearing more.”

Practice Tip: Practice introducing yourself clearly and concisely, and smoothly transition to the main purpose of the call.

8. Business Exercises on the Phone

Scheduling a Meeting

Example Dialogue:

• Caller: “Hi, this is Jack from Morris Consulting. I’d like to schedule a meeting with your sales team for next Thursday.”
• Receiver: “Thank you, Jack. Let me check our availability. Could we schedule the meeting for 10 AM?”
• Caller: “That works for me. I’ll send over the details shortly.”

Resolving a Complaint

Example Dialogue:

• Customer: “Good afternoon. I ordered some office supplies from your website, but they haven’t arrived yet.”
• Customer Service Rep: “I’m sorry to hear that. Can you provide me with your order number so I can look into it?”
• Customer: “Sure, it’s 48293.”
• Customer Service Rep: “Thanks. I see the issue here. We’ll expedite the delivery, and you should receive it by tomorrow.”

Practice Tip: Extend role-play exercises to include follow-up actions like confirming details or providing further instructions.

Telephone Practice Exercises PDF

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