# English phrases for making appointments and phone calls

Because you can't see the other person on the phone, ready-made phrases make calls much easier. Key sentences for booking, changing appointments, and saying you didn't catch something.

Author: Aslıgül Aşkın · Published: 2026-10-01 · Updated: 2026-10-12
Page address: https://grammardots.com/en/blog/english-phone-and-appointment-phrases

Speaking English on the phone feels harder because you can't see the other person's face or gestures. A few ready-made phrases make short calls, such as booking an appointment or asking for information, much easier.

## Starting the call

- “Hello, this is Ayşe Demir.”
- “I'm calling about…”
- “Could I speak to…, please?”

Saying who you are and why you are calling in the first sentence points the call in the right direction straight away.

## On the phone, say “This is”, not “I am”

Face to face you say “I'm Ayşe”, but on the phone you introduce yourself with “This is Ayşe” or simply “It's Ayşe”. To ask who is calling, use “Who's calling, please?” instead of “Who are you?”, which sounds rude on the phone. If someone asks for you and you are the one who answered, just say “Speaking.”, the phone version of the Turkish “Benim.”

## Phrases you will often hear

Phrases you will hear on the phone

| Phrase | Meaning in Turkish | What you do |
| --- | --- | --- |
| Hold on, please. | Lütfen bekleyin. | Stay on the line. |
| I'll put you through. | Sizi bağlıyorum. | Wait for a new voice. |
| She's not available at the moment. | Şu anda müsait değil. | Call later or leave a message. |
| Can I take a message? | Not almamı ister misiniz? | Give your name and reason for calling. |
| You're breaking up. | Sesin kesik kesik geliyor. | Move somewhere quieter or call back. |

## Booking an appointment

- “I'd like to make an appointment.”
- “Do you have anything available on Tuesday?”
- “Is 3 o'clock OK?”
- “That's fine, thank you.”

## Checking the details

Repeating the day and time once you are given an appointment avoids misunderstandings: “So that's Tuesday at 3 o'clock?” You may be asked for your name and a number: “Can I take your name, please?” / “And a contact number?” Say the number digit by digit; zero is usually “oh”, and two identical digits become “double”, so 0533 is “oh five double three”.

The short dialogue below shows how these phrases fit together when you book a haircut.

- “Good morning, Riverside Salon, Sarah speaking.”
- “Hello, this is Ayşe Demir. I'd like to book a haircut, please.”
- “Of course. When would suit you?”
- “Do you have anything on Thursday afternoon?”
- “We've got 2.30 or 4.15.”
- “4.15, please.”
- “Lovely. So that's Thursday at 4.15. See you then.”
- “Great, thanks. Bye.”

## Changing or cancelling

- “I need to change my appointment.”
- “Could we move it to Friday?”
- “I'm afraid I have to cancel.”

## Leaving a voicemail

If nobody answers, you will hear “Please leave a message after the tone.” After the beep, say your name, why you are calling and what you would like, calmly and clearly. Here is an example:

“Hello, this is Ayşe Demir. I'm calling about my appointment on Friday morning. I'm afraid I can't make it, so could you call me back to arrange a new time? Thanks very much. Bye.” The phrase “I can't make it” is a very common way of saying you won't be able to come.

## When you don't catch something

- “Sorry, could you say that again?”
- “Could you spell that, please?”
- “Could you speak a little more slowly?”

Using these is polite and natural, and always better than pretending to understand.

## Ending the call

- “Thank you for your help.”
- “See you on Tuesday.”
- “Goodbye.”

Writing your sentences on paper before you call reduces the tension you feel on the phone.

## Common mistakes Turkish speakers make

Common phone mistakes

| Mistake | Correct | Why |
| --- | --- | --- |
| I am Ayşe. | This is Ayşe. | On the phone you introduce yourself with “This is” or “It's”. |
| Can I take an appointment? | Can I make an appointment? | You make or book an appointment, not take one. |
| Can you give me Mr Brown? | Could I speak to Mr Brown, please? | The Turkish “verir misiniz?” becomes speak to here. |
| I will search you again. | I'll call you back. | Phoning again is call back; search means looking for something. |
| I must close the phone. | I have to go now. | Ending a call is hang up; this sentence ends it politely. |

To keep going, see [Days, months, seasons, and telling the time in English](https://grammardots.com/en/blog/days-months-seasons-and-time-in-english) and [At the doctor's in English: describing symptoms](https://grammardots.com/en/blog/english-at-the-doctors).

## Frequently asked questions

### What should I say if I don't understand the caller?

Saying “Sorry, could you say that again?” or “Could you speak a little more slowly?” is polite and natural, and always better than pretending.

### How can I prepare before a call?

Write what you want to say in two or three sentences and keep the details you may be asked for (name, date, time) ready.

### Is there a difference between “Hold on” and “Hang on”?

Both mean “wait a second”. “Hang on” is a little more casual and friendly; on a formal call, “One moment, please.” is the safest choice.