Simple Phone Calls and Emails in English
Short, reliable phrases for basic work calls and written messages — starting, checking, and finishing clearly.
Basic work communication follows a script. Learn the script and you can handle most routine calls and emails.
Answering the phone
- Hello, this is Anna speaking.
- Good morning, ABC Company, how can I help you?
Note: English uses this is on the phone, not "I am". This is Anna.
Making a call
- Hello, could I speak to Mr Brown, please?
- This is Anna from ABC Company.
- I'm calling about the invoice.
When there is a problem
- Sorry, could you repeat that?
- Could you speak a little more slowly, please?
- The line is bad — I can't hear you.
- Could you hold for a moment?
Asking someone to repeat is normal and professional. Guessing is not.
Taking a message
- I'm afraid he's not available at the moment.
- Would you like to leave a message?
- Could you ask him to call me back?
Ending a call
- Thank you for your help.
- Thanks, goodbye.
A short work email
Emails follow the same simple shape:
Subject: Meeting on Friday
Hi Tom,
Just a quick note to confirm our meeting on Friday at 10:00.
Please let me know if that still works for you.
Best regards, Anna
Three parts: why you're writing → the detail → what you want them to do.
Useful short phrases
- Just a quick note to... — for short messages.
- Please find attached... — when you send a file.
- Let me know if... — asking for a reply.
- Thanks in advance. — before they help you.
Try it yourself
The quiz below covers the phrases that come up in almost every routine call and email.