There are Certain Rules For Making Phone Calls

If you work in a Japanese company, you will very likely be expected to answer the phone. However, even many foreigners who can speak Japanese fluently are apt to saying something rude. When you answer the phone, you should mention your company name first by saying “Hello, this is A company.” When the caller asks you “May I speak to B-san?” and Mr. B is not in the office, how should you reply?

Foreigners who are not accustomed to answering the phone may say “Sorry, B-san is away from the office.” Although Mr. B is called “B-san” in the office, you should say “B is away from the office,” and note that you do not need to add “san” after the name of someone in the office when you talk to people outside the office. Even when talking about the company president, it is customary to refer to him by his name only as “san” is an honorific suffix.

If B is not in the office, you should answer with Something like “Shall I ask him to call you back?” instead of answering “Please call him again.” Then ask for the caller’s name, company name and phone number. It is best if you learn telephone etiquette like this right after you join a company, since not knowing how to answer the phone appropriately may have a harmful effect on business.

When making phone calls, some foreigners have been known to say “C, iru ka?” (Is C in?)” The receiver might feel uncomfortable if they hear this even if they know the caller is a foreigner with poor Japanese. More correctly, you should at first say who you are, i.e. “Watashi wa A-sha no D desu.” (I am D of A company), and then ask with the polite expression, “C-san wa irasshaimasu ka?” (Is C-san in the office?).

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