How to answer the phone during a phone interview

Employers often use phone interviews as a first round in the interview process often as part of the initial screening process. This will usually be the first time you and the interviewer will have spoken so it’s important to create the right impression from the very moment you first speak to them.

The way you answer the phone sets the tone for the entire conversation. It is the first impression the interviewer will have of you, and first impressions are crucial in any professional setting. How you present yourself over the phone is also a reflection of your personal brand. Employers often consider how well you represent yourself as an indicator of how you might represent their company to clients, customers, or colleagues.

Answer the phone yourself

Ideally, you should be alone when you take the call however if there are other people nearby let them know you are expecting the call and when.

Try to answer the call no later than 2 or 3 rings. You don’t want to create the impression that you aren’t prepared or weren’t expecting the call.

Prepare your greeting

Decide in advance what you will say when you answer the phone. Knowing what you’re going to say in your greeting can boost your confidence. This is particularly important at the beginning of an interview when nerves may be higher.

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Use your name when answering the phone and confirm you were expecting the call

When you answer the phone don’t just say hello. Answer the phone professionally as you would in an office environment. Introduce yourself using your full name so the interviewer knows they have reached the right person. For example:

‘Hello, this is Lisa Smith’

After the interviewer as introduced themselves let them know you were expecting the call and thank them for taking the time to speak to you. For example,

‘Hi Miss Jones, I’ve been looking forward to speaking to you. Thank you for connecting with me today’.

This avoids the interviewer feeling the need to explain why they are calling you thus avoiding any awkwardness. After all, you want to show the interviewer that you are prepared and taking the interview seriously.

Address the interviewer using their title

In most cases you will already know the interviewer’s name before the call but if not make a note of their name when they introduce themselves. This is one of the reasons you should always have a notepad and pen in front of you.

Address the interviewer using their title (Mr, Mrs or Miss followed by their surname) throughout the interview unless they invite you to use their first name.

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