Receptionist how-to

How to Answer and Transfer a Business Call

Professional calls build trust from the first ring.

Updated By the Career Education Institute Curriculum Team
Quick answer

Professional calls build trust from the first ring. In short: answer; ask; get, then complete the remaining steps below.

Step by step

  1. Answer within three rings with a greeting and the company name.

  2. Ask how you can help.

  3. Get the caller’s name and reason for calling.

  4. Check whether the person is available.

  5. Transfer with a brief introduction or take a message.

  6. Follow up on messages promptly.

Safety reminders for receptionists

  • Follow building security and visitor procedures
  • Know emergency and evacuation plans
  • Keep the reception area clear of tripping hazards
  • Protect confidential information on screens and papers

Multi-line phone · Call routing · Hold · Voicemail · Visitor log · Badge: see the full receptionist glossary.

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