{"id":4301,"date":"2021-06-04T06:11:25","date_gmt":"2021-06-04T06:11:25","guid":{"rendered":"https:\/\/www.acefone.com\/blog\/?p=4301"},"modified":"2025-06-16T09:47:25","modified_gmt":"2025-06-16T09:47:25","slug":"dos-and-donts-of-international-phone-etiquette","status":"publish","type":"post","link":"https:\/\/www.acefone.com\/blog\/dos-and-donts-of-international-phone-etiquette\/","title":{"rendered":"International Phone Etiquette: Dos and Don’ts"},"content":{"rendered":"

They say first impressions are last impressions. This definitely stands true for long-distance connections that you won\u2019t be meeting very often (or at all) but only converse with via calls.\u00a0<\/span><\/p>\n

How you communicate during the first call with a client or an important stakeholder will set the tone for the rest of your conversation.\u00a0\u00a0\u00a0<\/span><\/p>\n

So, before you get dialing via your hosted phone system<\/a> to build these relationships, there are some important phone etiquettes that you should bear in mind while communicating with clients overseas.\u00a0<\/span><\/p>\n

This blog will run you through some pointers that can help you have an engaging conversation, not just the first time but every single time. These tips aren\u2019t limited to just one region or country but cover several geographical areas your clients are most likely to be in.\u00a0<\/span><\/p>\n

And by the time you\u2019re done reading this\u2026 awkward conversation what? <\/span><\/p>\n

The USA<\/span><\/h2>\n

When dealing with a client in the USA, business calls are direct and to the point\u2013\u2013decisions are made quickly often without a face-to-face meeting. You needn\u2019t make too much small talk and must get to the point fast. Time is money, after all. This means you have a good chance of getting a sale if you have the best price and service.\u00a0<\/span><\/p>\n

Punctuality is extremely important as Americans are often in a hurry, so do not be late for your call. If you are running late, you must send a note explaining why and reschedule the call for another time, if need be.<\/span><\/p>\n

Do keep in mind that the USA covers four time zones, so schedule calls accordingly. Do not reach out to someone too late in the night or too early in the morning. Should a client miss your call, it\u2019s normal to leave a voicemail. Speak slowly and clearly, and do not include too much information. Simply leave your name, number, and reason for calling.<\/span><\/p>\n

At the end of every call, it is standard to ask if there is anything else that you can do for them. So, make sure to include a \u201cIs there anything else that I can help you with today?\u201d or \u201cWould you like to know anything else?\u201d<\/span><\/p>\n

Australia<\/span><\/h2>\n

Australian business culture is accepting of new perspectives, so when calling Australia, the key is to be relaxed. Business calls are more casual and being too formal can be off-putting. Ensure that your tone is light and easygoing and get your point across without using too much business jargon.<\/span><\/p>\n

A big no-no for business calls in Australia is scheduling a call during off-hours. Australians value work-life balance and will not be pleased with receiving a call post work. So, make sure to check the time difference and call before their work ends.<\/span><\/p>\n

Italy<\/span><\/h2>\n

Italians are all about speed and getting to the point quickly\u2013\u2013they might even answer the call with \u201cpronto\u201d which essentially means quickly. If you\u2019re prone to rambling, make sure you write down a clear agenda you want to cover in the call and give them the information they need in a quick and concise manner.<\/span><\/p>\n

If you\u2019re leaving a voicemail, do not leave one longer than 30 seconds. A simple note to say you will call back soon is perfectly acceptable, but rambling on is not. Don\u2019t be surprised if someone on the other end politely reminds you to hurry up.<\/span>
\n<\/span><\/p>\n

Spain<\/span><\/h2>\n

If you are calling up a Spanish client, be prepared to be on the phone for a while. Spanish business calls are often filled with talking\u2013\u2013both about business and personal matters, so be prepared to chat. Agendas don\u2019t necessarily work when doing business with a company in Spain either.<\/span><\/p>\n

You must also be prepared for arguments\u2013\u2013this is common and should not be taken as a sign that the person receiving the call is angry with you. In Spain, it is considered completely normal to debate and is not a cause for concern.\u00a0<\/span><\/p>\n

When it comes to the don\u2019ts, remember to not start the phone call with \u201chola\u201d as it is considered disrespectful. Instead, start your conversation with \u201cBuenos Dias\u201d or good morning, \u201cBuenas Tardes\u201d which means good afternoon, or \u201cBuenas Noches\u201d which means good evening.\u00a0<\/span><\/p>\n

Japan<\/span><\/h2>\n

If your client is a Japanese business, cut the small talk. People from the Land of the Rising Sun like their conversations as clear and concise as possible. They may, however, say \u201cyes\u201d even when they mean maybe or even no, out of politeness. So, gain clarity on what is it that they mean\u2013\u2013whether they\u2019re interested in your services or not.<\/span><\/p>\n

When it comes to don\u2019ts, Japanese clients do not accept calls outside of office hours. So, when you schedule that call, time as per their work hours. Once you\u2019ve set a suitable time, do keep the conversation concise. And if you\u2019re expecting a call from them, make sure to receive it as soon as you can.<\/span><\/p>\n

Businesses using omnichannel contact center solutions<\/a> should ensure all communication\u2014whether via voice, chat, or email\u2014respects these preferences. And if you\u2019re expecting a call from them, make sure to receive it as soon as you can.<\/p>\n

If it rings more than thrice before you\u2019re able to answer, you should apologise for making them wait.\u00a0\u00a0<\/span><\/p>\n

Another big no while doing business with Japanese clients is to call them when you\u2019re in a noisy public place (such as a restaurant or a market). They aren\u2019t huge fans of commotion, so make it a point to be in a quiet place when you call them up.\u00a0<\/span><\/p>\n

China<\/span><\/h2>\n

In China, it is acceptable to answer your phone wherever you are, be it in business meetings or any other time. This means that Chinese clients will expect you to do the same and so you must always answer the call.\u00a0<\/span><\/p>\n

It is better to be available and not have all the answers than to be unavailable and miss out on business. Ultimately, this will help you build longer relationships with your Chinese clients.<\/span><\/p>\n

An important part of doing business with China is patience. Business relationships are formed over time and must be nurtured\u2013\u2013so don’t rush through calls or push people for decisions. Invest time in your conversations, and subsequently relationships, and you will see results.<\/span><\/p>\n

What you must keep in mind\u2013\u2013do not answer the phone with \u201cn\u01d0 h\u01ceo\u201d. The standard Chinese greeting is w\u00e8i.<\/span><\/p>\n

Russia<\/span><\/h2>\n

Many Russians still treat the phone system as suspicious, and quite often, calls might go unanswered. Many don\u2019t trust the spoken word either, hence if you do call a Russian client, be prepared to follow up with a written email to confirm what you discussed.<\/span><\/p>\n

Russian business is often slow and making a deal requires patience. Don\u2019t be too pushy with your sales and take time to nurture relationships, ensuring that you communicate in a way that they\u2019re comfortable with.\u00a0<\/span><\/p>\n

You may also be met with silence or a curt \u201cwho is it\u201d. This is not to be considered rude at all. If you don\u2019t let this phase you at the beginning of your call, you will be able to do great business with your Russian clients.<\/span><\/p>\n

UAE<\/span><\/h2>\n

When dealing with Emirians, it is a must to allow silences. This may feel strange but deals are done after much consideration and it is vital to allow the decision-maker time to think. Again, a \u201cyes\u201d may mean maybe so getting clarification is important.<\/span><\/p>\n

Listen closely when your client is speaking to you, and make it a point to speak slowly and clearly so that you\u2019re understood. And while asking after your client and making small talk is considered polite, make sure to remain professional throughout the conversation.\u00a0<\/span><\/p>\n

Other Middle Eastern countries<\/span><\/h2>\n

In Arabic speaking countries, it is customary to make small talk and exchange greetings and pleasantries for at least five minutes at the start of a call. This means, when you connect with a client in one of these countries, you must ensure you have extra time at hand to have a talk.<\/span><\/p>\n

While you may want to stick to only talk shops, you will be considered rude if you don\u2019t indulge in the requisite confab. This may, as a consequence, discourage the Middle Eastern business from working with you.\u00a0<\/span><\/p>\n

Wondering which topics work? You can start by asking them how they are, how their business is faring, ask after their family, and so forth.\u00a0\u00a0<\/span><\/p>\n

It doesn\u2019t end there\u2013\u2013how you end the call is equally important. A simple goodbye won\u2019t suffice\u2013\u2013ask your client if they need anything else. And expect them to do the same for you as it is deemed as polite to end the conversation on this note.<\/span><\/p>\n

Understanding these cultural nuances is key when choosing the right contact center vs call center<\/a> platform to support global client interactions.<\/strong><\/p>\n

International calls with your hosted phone system<\/span><\/h2>\n

With hosted phone systems<\/a>, international calls are cost-effective and simple to make, opening up your business to new audiences worldwide. You can easily build relationships with overseas clients, and ensure that your outbound agents know all they need to communicate pleasantly yet professionally.<\/span><\/p>\n

The online portal is a great place to store these communication guidelines so that etiquette is always followed and you avoid any unwarranted offence.\u00a0<\/span><\/p>\n

For countries where small talk is considered polite, you can save details or preferred topics to follow up on later. This way, there\u2019s no need to commit all of these topics to memory. The possibilities are endless with a hosted phone system.<\/span><\/p>\n

To combat any suspicion from international calls, you can set up local numbers on your hosted phone system<\/a>. The call will appear as a local number even to your international clients.\u00a0<\/span><\/p>\n

In taking these simple steps to improve your phone etiquette and please your clients abroad, you can significantly increase your profits and raise your brand\u2019s image globally<\/span><\/p>\n

To find out more about hosted phone systems<\/a> and international calling, call us today on 1888-859-0450<\/a>\u00a0 for a consultation.<\/p>\n","protected":false},"excerpt":{"rendered":"

They say first impressions are last impressions. This definitely stands true for long-distance connections that you won\u2019t be meeting very often (or at all) but only converse with via calls.\u00a0 How you communicate during the first call with a client or an important stakeholder will set the tone for the rest of your conversation.\u00a0\u00a0\u00a0 So, […]<\/p>\n","protected":false},"author":37,"featured_media":19829,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[185],"tags":[],"class_list":{"0":"post-4301","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-contact-center"},"yoast_head":"\nInternational Phone Etiquettes All Call Centre Agents Must Follow<\/title>\n<meta name=\"description\" content=\"Have clients across the globe? 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