The office phone rings, and the caller asks for someone in Japanese. You do not have to understand the entire request at once. Confirm the caller’s name and company, repeat the colleague’s name, and either transfer the call using your workplace’s procedure or take a message. If you are unsure which extension or details you may share, put the caller on hold and check with a colleague.
Words you will hear on an office call
| Japanese | Reading | Meaning |
|---|---|---|
| お電話ありがとうございます | odenwa arigatō gozaimasu | Thank you for calling |
| 〇〇様はいらっしゃいますか | ○○-sama wa irasshaimasu ka | May I speak with [person]? |
| お名前／御社名 | onamae / onshamei | Your name / your company’s name |
| ご用件 | goyōken | Reason for the call |
| 担当者 | tantōsha | Person in charge |
| 取り次ぐ | toritsugu | Transfer or connect a call to someone |
| 保留 | horyū | Hold the call |
| 席を外しています | seki o hazushite imasu | The person is away from their desk |
| 折り返し | orikaeshi | Return call |
| 伝言 | dengon | Message to pass on |
| 電話番号 | denwa bangō | Phone number |
These phrases are common office language. Your workplace may use a shared reception desk, a mobile phone, an app, or a different script. Follow the local instructions for transfers, recording and customer information.
A simple call flow
- Answer with the company name. “お電話ありがとうございます。〇〇株式会社でございます。” (“Thank you for calling. This is [company].”) Use the name and greeting your workplace specifies.
- Confirm who is calling. “恐れ入りますが、御社名とお名前を伺ってもよろしいでしょうか。” (“May I have your company and name?”) Repeat a name if needed. A caller may say “いつもお世話になっております” as a standard business greeting.
- Check the person and purpose. “〇〇宛てのお電話ですね。ご用件を簡単に伺ってもよろしいでしょうか。” (“This is for [person], correct? May I briefly ask what it concerns?”) Some callers may prefer to speak only to that person; note that rather than pressing for sensitive details.
- Transfer or take a message. Before pressing the transfer key, say “少々お待ちください” (“One moment, please”). Check the actual phone or app procedure; hanging up or using the wrong button may end the call. If the colleague is unavailable, offer to take a message or ask if the caller would prefer to call again.
- Read back key details. Confirm the caller’s name, number, requested person, reason if shared, and whether a return call is expected. Send the message promptly through your team’s designated channel.
Useful phrases when something is unclear
| Japanese | English meaning |
|---|---|
| 恐れ入りますが、もう一度お名前をお願いできますか。 | Sorry, could you repeat your name? |
| お電話番号を復唱させてください。 | Let me repeat your phone number. |
| 担当者に確認いたしますので、少々お待ちください。 | I will check with the person in charge. Please hold a moment. |
| ただいま席を外しております。ご伝言を承りましょうか。 | They are away from their desk. May I take a message? |
| 折り返しのお電話をご希望でしょうか。 | Would you like a return call? |
| 私の日本語で正確に確認できないため、担当者に代わります。 | I cannot confirm this accurately in Japanese, so I will connect you to a colleague. |
Message example: “田中さんへ。ABC社の佐藤様より、資料についてお電話がありました。折り返しをご希望です。電話番号は〇〇です。” This says Sato at ABC called Tanaka about the materials and requests a return call. Do not invent a reason if you did not catch it; write “ご用件は未確認です” (“Reason not confirmed”).
Do not reveal a colleague’s schedule, private number, or other internal information simply because a caller asks. Follow your workplace’s identity checks and escalation route for unusual requests. For arranging a later discussion by email or calendar, see our meeting invitation guide. If an employee needs to notify work about being late or absent, our absence and lateness guide covers that separate conversation.
