7 Tips for Salespeople on How to Make Effective Phone Calls
Jan Korpas
4/3/2025
Sales
Even in today’s age of online communication, salespeople can’t do without phone calls. Whether it’s cold calling, arranging a face-to-face meeting, or a regular call with a long-term client, smooth phone conversations are essential for success. Read our tips on how to make effective calls and win over your clients.
1. Solid Preparation Is Key
Before you pick up the phone and dial the first number, be clear on why you're calling the client and what you hope to achieve. Is the goal to schedule a sales meeting or present an offer? Based on the purpose of the call, prepare your materials and write down the key points you want to cover. This way, you won’t forget anything important during the conversation.
If it’s the first contact, try to gather as much information as possible about the potential client and their company. During the call, you can mention a specific detail to show that the client is not just one of many people you’re calling that day.
Don’t forget about yourself either. If you have a full day of calls ahead, make sure to get a good night’s sleep so you have enough energy and are mentally prepared. It will help you stay focused, respond quickly, and sound natural on the phone.
2. Make a Good First Impression
Start the call with a greeting and introduce yourself—clearly state your name, your company, and, if relevant, your role. Not only is this basic courtesy, but it also helps the person on the other end ease into the conversation and start engaging with you.
The same applies when a client is calling you. Avoid phrases like “Hello?” or “Yeah?”, and instead opt for a polite “How can I help you?”, introduce yourself, and ask how you can assist.
3. Make Sure You're Not Interrupting
At the very beginning, check whether you're catching the client at a good time. Try to avoid vague questions like “Is this a bad time?” or “Do you have a minute?” Instead, clearly state the reason for your call and how much time you’ll need. For example: “I’d like to discuss some new features that could enhance your CRM. Could you spare 10 minutes now?”
Pay attention to background noise and respond accordingly. If you hear the client driving or children talking nearby, use that as a cue to ask directly whether it's a good time for the call.
If the client is unavailable, offer to call back later. Agree on a specific time that suits them best.
If you miss a call from a client, get back to them as soon as possible. If you can’t call right away, send a quick text to let them know when you’ll return the call—after a meeting, in an hour, or the next day. Don’t leave them hanging.
4. Speak Slowly and Clearly
Once you have the client’s attention, explain the main reason for your call. Keep in mind that the client can’t see your gestures or facial expressions, which normally aid understanding. That’s why you should articulate clearly, speak slowly, and use short sentences.
Be concise and to the point—don’t overwhelm the listener with unnecessary details or stray from the main topic. Save small talk for in-person meetings and get straight to the point. If you don’t capture the client’s interest early on, they’ll likely start thinking about how to end the call as soon as possible.
5. Give the Client Your Full Attention
When speaking with a client, give them your undivided attention. Listen carefully and take notes if needed. Show interest by occasionally confirming what they say or addressing them by name. Ask questions and give them space to speak.
During the call, the client should feel like they have your full focus. Never multitask while on the phone. Even if they can’t see you, clients can sense whether you're fully engaged or distracted by something else.
6. Follow Proper Phone Etiquette
It’s not enough to make a good impression at the start of the call—you also need to avoid putting the client off in the following minutes. Naturally, you shouldn’t drink, eat, or chew gum while on the phone.
Avoid making calls in public places like restaurants or cafés, or even in the middle of an office with colleagues around. Not only does it disturb others and create distracting noise for the client, but it also increases the risk of sharing sensitive information unintentionally.
Good phone etiquette also includes calling at the right time. It’s generally accepted not to call before 8 a.m., between 11 a.m. and 1 p.m. (lunch hours), or after 10 p.m. If you really need to reach out during lunchtime or in the evening, it’s better to send a text message. And if you're calling internationally, don’t forget to account for time zone differences.
7. The End of the Call Matters Too
Once you’ve covered everything important, don’t forget to summarize the results of the call and outline the next steps. Repeat the exact time of any scheduled meetings and remind the client what materials you’ll be sending. This helps confirm your agreement and prevents any misunderstandings.
Before ending the call, ask if the other person has any questions or topics they’d like to discuss. If not, wish them a nice day and say goodbye. Wait a few seconds before hanging up to make sure you don’t accidentally cut them off mid-sentence.
After the call, promptly save all your notes to the CRM. Schedule the agreed meeting in your calendar, send the necessary materials, and note any useful information the client shared that might come in handy in the future.
Jan has been doing sales and marketing since 2007 and has gained experience while working in ecommerce and running his own business. Now he is in charge of finding ways to bring in new Raynet users.
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