Japanese Phone Call Phrases for Real Calls

Japanese phone call phrases are easiest to use when you choose the right politeness level first: casual for friends, polite for clinics and hotels, and business-style for companies or offices. On the phone, you cannot rely on gestures, so your opening, short listener responses, repair phrases, and closing do more work than usual.

For a narrower drill on answering, asking someone to wait, and ending calls, review these Japanese phone conversation phrases for answering, waiting, and closing calls.

Essential Japanese Phone Call Phrases

Use this phrase bank as your core reference: open clearly, introduce yourself, say why you are calling, confirm details, and close politely.

In business calls, polite forms such as 山田と申します (Yamada to mōshimasu, “My name is Yamada”), 田中様はいらっしゃいますか (Tanaka-sama wa irasshaimasu ka, “May I speak with Mr./Ms. Tanaka?”), and 失礼いたします (Shitsurei itashimasu, “Goodbye / excuse me”) are safer than casual wording.

Choose the Right Level

Pick your opening and closing based on who is on the other end of the line. When in doubt, use polite speech for companies, schools, clinics, hotels, and customer service.

A simple rule works well: use casual language only when the relationship is already casual. For workplace politeness, apology phrases often appear together with phone language, so the business Japanese apology guide is a useful next reference.

Listening Responses and Aizuchi

Short listener responses keep a Japanese phone call alive. Silence can make the speaker wonder whether the line dropped, so use small responses while listening.

Use はい (Hai, “Yes / I’m listening”) often in polite calls. It does not always mean “I agree”; it can simply show that you are following. ええ (Ee, “Yes / right”) sounds softer, but it is less formal than はい (Hai, “Yes / I’m listening”), so use it carefully in business calls.

Use かしこまりました (Kashikomarimashita, “Certainly / understood”) when you receive a request in a service or business context. Use そうですね (Sō desu ne, “Let me see / that’s right”) when you need a moment to think or check information.

For unclear audio, avoid blaming the other person. Say すみません、もう一度お願いできますか (Sumimasen, mō ichido onegai dekimasu ka, “Sorry, could you say that once more?”) or お電話が遠いようです (O-denwa ga tōi yō desu, “The line seems unclear”). These phrases are polite because they focus on the situation, not the speaker’s mistake.

Example Sentences in Context

These four sentences are ready to adapt for real calls.

1. お世話になっております。ABC社の山田と申します。
   Osewa ni natte orimasu. ABC-sha no Yamada to mōshimasu.
   Thank you for your continued support. I am Yamada from ABC Company.
2. 田中様はいらっしゃいますか。
   Tanaka-sama wa irasshaimasu ka.
   May I speak with Mr./Ms. Tanaka?
3. すみません、もう一度お願いできますか。
   Sumimasen, mō ichido onegai dekimasu ka.
   Sorry, could you say that once more?
4. 予約の確認でお電話しました。
   Yoyaku no kakunin de o-denwa shimashita.
   I am calling to confirm my appointment.

Scripts for Real Situations

Use a mini-script when you are nervous. Phone calls become easier when you only need to swap the date, time, name, or topic.

Clinic appointment

Reception: はい、さくらクリニックでございます。
Hai, Sakura Kurinikku de gozaimasu.
Yes, this is Sakura Clinic.

Caller: 山田と申します。予約をお願いしたいです。
Yamada to mōshimasu. Yoyaku o onegai shitai desu.
My name is Yamada. I would like to make an appointment.

Reception: ご希望の日時はございますか。
Go-kibō no nichiji wa gozaimasu ka.
Do you have a preferred date and time?

Caller: 明日の午前中は空いていますか。
Ashita no gozenchū wa aite imasu ka.
Is tomorrow morning available?

Hotel reservation

Staff: お電話ありがとうございます。みどりホテルでございます。
O-denwa arigatō gozaimasu. Midori Hoteru de gozaimasu.
Thank you for calling. This is Midori Hotel.

Caller: 宿泊の予約をしたいです。
Shukuhaku no yoyaku o shitai desu.
I would like to make a hotel reservation.

Staff: 何名様でご利用ですか。
Nan-mei-sama de go-riyō desu ka.
For how many guests?

Caller: 二名です。禁煙の部屋はありますか。
Ni-mei desu. Kinen no heya wa arimasu ka.
Two people. Do you have a non-smoking room?

School absence call

Office: はい、ひかり日本語学校でございます。
Hai, Hikari Nihongo Gakkō de gozaimasu.
Yes, this is Hikari Japanese Language School.

Caller: 山田と申します。本日、体調不良のため休ませていただきます。
Yamada to mōshimasu. Honjitsu, taichō furyō no tame yasumasete itadakimasu.
My name is Yamada. I will be absent today because I am not feeling well.

Office: かしこまりました。お大事になさってください。
Kashikomarimashita. O-daiji ni nasatte kudasai.
Understood. Please take care.

Caller: ありがとうございます。失礼いたします。
Arigatō gozaimasu. Shitsurei itashimasu.
Thank you. Goodbye.

Customer service question

Staff: お電話ありがとうございます。
O-denwa arigatō gozaimasu.
Thank you for calling.

Caller: 商品について伺いたいです。
Shōhin ni tsuite ukagaitai desu.
I would like to ask about a product.

Staff: かしこまりました。商品名を教えていただけますか。
Kashikomarimashita. Shōhinmei o oshiete itadakemasu ka.
Certainly. Could you tell me the product name?

Caller: 確認させていただきます。少々お待ちください。
Kakunin sasete itadakimasu. Shōshō omachi kudasai.
Let me confirm. Please wait a moment.

For more polished phrasing beyond set scripts, study advanced Japanese expressions that make speech sound more natural.

Common Mistakes

Most phone mistakes come from choosing language that is too casual, too vague, or too heavily honorific. Use the safer version when you are calling outside your close circle.

Professional etiquette is not only language. If you use Japanese at work, the Japanese business card etiquette guide helps you understand the wider manners around first impressions.

Practice Drill

Practice the call pattern aloud before you need it. Cover the English side, say the Japanese, then check your answer.

1. Say: “My name is Yamada.”
2. Say: “May I speak with Mr./Ms. Tanaka?”
3. Say: “Sorry, could you say that once more?”
4. Say: “I would like to make a hotel reservation.”
5. Say: “Thank you. Goodbye.”

Answers

1. 山田と申します。
   Yamada to mōshimasu.
   My name is Yamada.
2. 田中様はいらっしゃいますか。
   Tanaka-sama wa irasshaimasu ka.
   May I speak with Mr./Ms. Tanaka?
3. すみません、もう一度お願いできますか。
   Sumimasen, mō ichido onegai dekimasu ka.
   Sorry, could you say that once more?
4. 宿泊の予約をしたいです。
   Shukuhaku no yoyaku o shitai desu.
   I would like to make a hotel reservation.
5. ありがとうございます。失礼いたします。
   Arigatō gozaimasu. Shitsurei itashimasu.
   Thank you. Goodbye.

To practise these Japanese phone call phrases with correction on timing, politeness, and tone, book a Free Trial lesson with Kind Japanese and role-play one-on-one online over LINE, Zoom, or Google Meet.

FAQ

Should I say “moshi moshi” in business calls?

Use もしもし (Moshi moshi, “Hello?”) mainly for personal calls. In business, clinics, hotels, and schools, it is usually safer to answer or begin with a polite greeting, then introduce yourself. If you are calling a company, say your name before making the request.

What should I say if I cannot hear clearly?

Say すみません、もう一度お願いできますか (Sumimasen, mō ichido onegai dekimasu ka, “Sorry, could you say that once more?”). If the line quality is bad, お電話が遠いようです (O-denwa ga tōi yō desu, “The line seems unclear”) sounds polite and avoids blaming the speaker.

How formal should my Japanese phone call be?

Use polite language for anyone outside your close circle, especially offices, schools, clinics, hotels, and customer service desks. Casual phrases are fine with friends, but formal calls need a clear self-introduction, polite request style, short listening responses, and a clean closing.

How do I end a Japanese phone call naturally?

Use 失礼いたします (Shitsurei itashimasu, “Goodbye / excuse me”) for formal calls. With friends, じゃあ、また (Jā, mata, “Talk later”) or ありがとう、またね (Arigatō, mata ne, “Thanks, talk to you later”) sounds natural. In business, the caller often hangs up last.

This standalone lesson is part of the Kind Japanese beginner curriculum for practical real-life speaking skills.