Japanese Phrases for Talking on the Phone

In Japan, the art of communication extends beyond mere words; it encompasses a rich tapestry of cultural nuances and social expectations. Phone etiquette, in particular, is a vital aspect of Japanese communication that reflects the values of respect, politeness, and consideration for others. Understanding these conventions is essential for anyone looking to engage in meaningful conversations over the phone in a Japanese context.

The importance of maintaining a respectful tone and using appropriate language cannot be overstated, as these elements are deeply ingrained in Japanese society. When making or receiving a phone call in Japan, one must be acutely aware of the subtleties involved. The way one greets the caller, the phrases used during the conversation, and even the manner in which one concludes the call can all convey a wealth of information about one’s character and intentions.

As such, mastering Japanese phone etiquette is not merely about learning phrases; it is about embracing a cultural mindset that prioritises harmony and respect in communication. Unlock the rich world of Japanese culture, from anime to ancient traditions.

Summary

• Japanese phone etiquette emphasises politeness and respect in communication.
• Basic greetings for answering the phone include “Moshi moshi” and “Gomen kudasai”.
• Polite phrases for making a phone call include “Sumimasen ga, [name] wa irasshaimasuka?”.
• When asking to speak to someone, it is polite to use phrases like “Chotto, [name]-san o onegai shimasu”.
• When taking a message on the phone, it is important to note down the caller’s name, number, and reason for calling.
• Ending a phone call politely can be done by saying “Ojama shimasu” or “Sayonara”.
• Expressing gratitude on the phone can be done by saying “Arigatou gozaimasu” or “Domo arigatou”.
• Apologising for inconveniences on the phone can be done by saying “Moushiwake arimasen” or “Gomen nasai”.
• When asking for confirmation or clarification on the phone, it is polite to use phrases like “Wakarimashitaka?” or “Mou ichido onegaishimasu”.
• Dealing with technical issues on the phone may require using phrases like “Moushiwake arimasen ga, mondai ga arimasu”.
• Common slang and informal phrases for phone conversations include “Maji de?” and “Chotto matte”.

Basic Greetings for Answering the Phone

When answering the phone in Japan, the initial greeting sets the tone for the entire conversation. A common phrase used is “Moshi moshi,” which translates to “Hello.” This expression is typically reserved for personal calls and is not used in business contexts. In professional settings, it is customary to introduce oneself immediately after answering, often stating one’s name and the name of the company or organisation.

For instance, one might say, “Moshi moshi, [Your Name] desu, [Company Name] no [Your Position] desu,” which translates to “Hello, this is [Your Name], [Your Position] at [Company Name].” In addition to verbal greetings, non-verbal cues play a significant role in Japanese phone etiquette. Although the caller cannot see you, maintaining a polite posture and a calm demeanour can influence your tone of voice positively. This attention to detail reflects the broader cultural emphasis on respect and consideration for others, which is paramount in Japanese society.

Polite Phrases for Making a Phone Call

When initiating a phone call in Japan, it is essential to begin with polite phrases that convey respect and consideration for the recipient’s time. A common way to start is by saying, “Osewa ni natteimasu,” which means “Thank you for your continued support.” This phrase acknowledges the relationship between the caller and the recipient, setting a positive tone for the conversation. Following this initial greeting, it is customary to state the purpose of the call clearly and concisely.

For example, one might say, “Kyou wa [specific topic] ni tsuite ohanashi shitakute denwa shiteimasu,” meaning “I am calling today to discuss [specific topic].” This direct approach not only respects the recipient’s time but also demonstrates professionalism and clarity in communication.

Asking to Speak to Someone

In situations where you need to speak with a specific person, it is crucial to approach this request with politeness and deference. A common phrase used is “X-san wa irasshaimasu ka?” which translates to “Is Mr/Ms X available?” This question not only shows respect for the individual you wish to speak with but also acknowledges their status within the organisation. If the person you are trying to reach is unavailable, it is polite to express understanding by saying, “Sore wa zannen desu,” meaning “That’s unfortunate.” This response conveys empathy and maintains a respectful tone, which is essential in Japanese communication.

If necessary, you can ask if there is a suitable time to call back or if there is someone else who can assist you.

Taking a Message on the Phone

When taking a message on behalf of someone else, clarity and thoroughness are paramount. It is essential to gather all relevant information while maintaining a polite and professional tone. A useful phrase to start with is “Odenwa arigatou gozaimasu,” meaning “Thank you for your call.” Following this, you can ask for the caller’s name and contact information by saying, “Onamae to renraku-saki o oshiete itadakemasu ka?” which translates to “Could you please tell me your name and contact information?” Once you have collected all necessary details, it is courteous to repeat the information back to ensure accuracy.

For instance, you might say, “Kakunin shimasu: [Name] san no renraku-saki wa [Contact Information] desu ne?” meaning “Let me confirm: Your contact information is [Contact Information], correct?” This practice not only demonstrates professionalism but also reassures the caller that their message will be conveyed accurately.

Ending a Phone Call Politely

Concluding a phone call in Japan requires as much care as initiating one. It is customary to express gratitude for the other person’s time and assistance before ending the conversation. A polite way to do this is by saying, “Osewa ni narimashita,” which translates to “Thank you for your help.” This phrase acknowledges the effort made by the other party during the conversation.

Additionally, it is important to signal that you are about to end the call without abruptly cutting off the conversation. You might say something like, “Sore de wa, shitsurei shimasu,” meaning “Well then, I will take my leave.” This phrase serves as a gentle cue that you are concluding the call while maintaining respect for the other person.

Expressing Gratitude on the Phone

Gratitude plays a significant role in Japanese culture, and expressing thanks during a phone conversation reinforces positive relationships. When someone provides assistance or information over the phone, it is customary to acknowledge their help with phrases such as “Arigatou gozaimashita,” meaning “Thank you very much.” This expression conveys sincerity and appreciation. Moreover, if someone has gone out of their way to assist you or has provided valuable insights during your conversation, it is appropriate to elaborate on your gratitude by saying something like, “Hontou ni tasukari mashita,” which translates to “You have truly helped me.” Such expressions not only strengthen interpersonal connections but also reflect your understanding of Japanese social norms.

Apologising for Inconveniences on the Phone

In situations where there may have been misunderstandings or delays during a phone conversation, offering an apology is crucial in maintaining harmony. A common phrase used in such instances is “Gomen nasai,” which means “I am sorry.” This simple yet powerful expression conveys your recognition of any inconvenience caused. If you need to apologise for a more specific issue, such as being unable to provide requested information promptly, you might say, “Omatase shite shimaimashita,” meaning “I apologise for making you wait.” This level of specificity demonstrates accountability and reinforces your commitment to respectful communication.

Asking for Confirmation or Clarification on the Phone

During phone conversations, it is not uncommon to require clarification or confirmation regarding specific details. In such cases, it is essential to approach these requests politely. A useful phrase for seeking confirmation is “Kakunin shite mo ii desu ka?” which translates to “May I confirm?” This question shows respect for the other person’s input while allowing you to ensure accuracy.

If you need further clarification on a particular point discussed during the call, you might say, “Mō ichido oshiete itadakemasu ka?” meaning “Could you please tell me that once more?” This approach not only helps clarify any misunderstandings but also maintains a courteous tone throughout the conversation.

Dealing with Technical Issues on the Phone

Technical issues can arise during phone conversations, whether due to poor reception or other disruptions. When faced with such challenges in Japan, it is important to remain calm and polite. If you experience difficulty hearing the other person clearly, you might say, “Sumimasen, chotto kikoenai no desu ga,” which means “I’m sorry; I can’t hear you very well.” This expression acknowledges the issue while maintaining respect.

If technical difficulties persist and hinder effective communication, it may be necessary to suggest an alternative method of contact. You could say something like, “Mō ichido denwa shite mo ii desu ka?” meaning “May I call again?” This demonstrates your willingness to resolve any issues while ensuring that both parties can communicate effectively.

Common Slang and Informal Phrases for Phone Conversations

While formal language dominates most phone conversations in Japan, there are instances where informal phrases or slang may be appropriate—particularly among friends or close colleagues. For example, instead of using “Moshi moshi,” friends might simply say “Yo!” as a casual greeting when answering calls. Such informal expressions reflect familiarity and comfort within personal relationships.

However, it is crucial to gauge the appropriateness of using slang based on your relationship with the caller. In professional settings or when speaking with someone of higher status, sticking to formal language remains essential. Understanding when and how to use informal phrases can enhance your communication skills and foster closer connections with those around you.

As one delves deeper into Japanese language and culture, mastering these nuances becomes increasingly important. For those interested in learning Japanese comprehensively—including aspects like phone etiquette—the NLS Norwegian Language School in Oslo offers exceptional courses tailored specifically for this purpose. With experienced instructors and immersive learning environments, students can gain valuable insights into not only language but also cultural practices that shape communication in Japan.

Whether you’re preparing for business interactions or personal conversations, NLS provides an excellent foundation for mastering Japanese phone etiquette alongside language skills.

Your Japanese journey starts in Oslo. Join our classes at NLS and sign up today!