English for Receptionist

mmm this woman wants to get a job as a receptionist a receptionist but she's not sure if her English is good enough to have this kind of job is your English good enough for this kind of job well in this lesson I'm going to teach you some things that I think you will find very helpful if you want to work as a receptionist okay hey if you like getting lessons like this I would be so happy if you subscribe to my channel right down there okay so communication is the most important thing in this kind of job right you're always communicating you will be communicating with clients maybe with your boss all the time right maybe the clients are telling you something you have to go ask some questions to your boss maybe you'll be talking with your colleagues okay so you're always communicating and you have to do written communication probably answering emails and that kind of thing and also spoken communication right probably most of the time you will be doing spoken communication so there's so much communication that a job like this can seem really intimidating intimidating means scary okay but don't worry most of the conversations that you have will be very simple be very simple you might answer the phone call and you'll talk for 10 seconds or 20 seconds and then hang up so it's it's very easy most of your conversations will be the same thing right so I'm going to show you some very simple conversations right now okay so let's say you work in a doctor's office or a dentist's office okay then you would answer the phone like this hello dr. fry Berg's office Janice speaking okay so if you work as a receptionist you will probably be doing or you'll probably be handling phone calls all day long okay every few minutes hello dr. Fry Berg's office Janice speaking okay so you're gonna be saying this all the time so you need to answer the phone this way okay first you say hello then you say the name of if it's if it's a doctor's office right then you would say this dr. Frey Berg's office and then you say your name Janice speaking okay it always follows this format no matter what the situation is okay for example let's say you work in a hotel right then it's the same thing you would say hello Banff Trail hotel Janice speaking okay hello Banff Trail hotel Janice speaking then the other person will say something right or you know maybe in a company any kind of company you work for it's exactly the same thing hello Oasis spa Jana speaking okay so you need to you need to be comfortable answering the phone because you're always going to be answering the phone it doesn't need to be anything fancy just a very simple greeting a simple greeting hello the name of your company or doctor's office or whatever and then your name Janice speaking that's it that's all you need to know okay then the person who is calling might say hi is dr. Freiburg in hi is dr. Freiburg in then you can say yes he is I'll transfer your call just a moment okay yes he is I'll transfer your call just a moment he may be dr. Freiburg has his own office somewhere and the calls come to you first and then you can transfer them to his office okay or you could say he's actually in a meeting right now could I take your name and number and have him call you back could I take your name and number and have him call you back okay that's a very polite way you know to say he's busy right he's actually in a meeting right now okay and then you ask for their information and then when he's finished his meeting you'll ask dr. Freiburg to call them back okay then he's going to say sure that would be fine okay and then you can say okay I'll have him call you back after his meeting okay okay I'll have him call you back after his meeting then he's going to say thanks a lot thanks a lot then you can say you're welcome bye-bye you're welcome bye-bye most people in this kind of situation say bye-bye you could just say bye to or you could say bye now but the most I think the most common way is to say it twice buh-bye buh-bye okay it's not bye-bye it's buh-bye buh-bye buh-bye it's pronounced a little bit different okay bye bye that's just the most common thing now one thing I was going to mention is see this word actually here he's actually in a meeting right now okay that's that's a word that shows politeness it shows it's it's not too strong like if he asks is dr. Freiburg in you could say no nope he's not in no he's busy okay that's a bit rude alright and if you have a job as a receptionist you always need to be pull light you need to be very polite in your tone of voice try to smile and be be cheerful be very friendly to people right so this word here actually that is a it's a way of making it not rude if you say no he's in a meeting right now that's a little bit strong it's a little bit rude so you can say actually at the beginning of the sentence or you can say it there you could say actually he's in a meeting right now actually he's in a meeting right now or he's actually in a meeting right now okay so that word is is very nice to use in this kind of situation okay so you're welcome bye-bye and then you hang up okay or you could say he's just busy at the moment could I take a message he's just busy at the moment could I take a message okay so if you're working as a receptionist I mean maybe maybe this is more common if you're working as a secretary a secretary and a receptionist are very similar but a secretary usually works for one person like I don't know maybe someone high up in a bank or a doctor or something then they might have a secretary but really the job is very similar okay so could I take a message so then you write down the message what are they going to say okay sure could you let him know that I have to cancel my meeting with him on Friday my name is Barry Johnson okay so this is his message that he wants you to tell whoever the person is right sure could you let him know that I have to cancel my meeting with him on Friday my name is Barry Johnson okay and you write it down and you say sure I'll let him know that is there anything else I can help you with sure I'll let him know that is there anything else I can help you this is a very a very polite question to ask as a receptionist okay this is this is good customer service anytime you're dealing with customers and clients right you can say is there anything else I can help you with and they will say no that's it Thanks then you can say you're welcome have a good day bye bye you're welcome have a good day bye bye or let's say you work at a spa a spa is a place where you go to get massages or other kinds of treatments like that okay so if someone calls you and says hi I'm just wondering how much our massage costs at your spa okay hi I'm just wondering how much a massage costs at your spa then you could say we have several different options available for a simple one our massage the price is sixty-five dollars okay so you can say hi we have several different options available for a simple one our massage of the price is sixty five dollars okay then you might you know you might tell him about some sale or some promotion that you have going on at your spa so you could say we have a promotion right now on couples massages ninety nine dollars per couple okay we have a promotion right now on couples massages ninety nine dollars per couple okay hey that's a pretty good deal the last one was sixty five dollars for one person and it's only ninety nine dollars for two people great I might go there except I'm just one person maybe I need to get married and go for a couples massage okay so then the person might say that sounds great could I book a couples massage for this Saturday could I book a couples massage for this Saturday and then you could say I'm sorry but Saturday is actually all booked up would Sunday work for you you can check your computer to see the schedule and then hmm I'm sorry but Saturday is actually all booked up would Sunday work for you see that word actually again actually sort of helps to make the situation less direct less or rude I'm sorry but Saturday is actually all booked up would Sunday work for you sure sunday would be great Sunday afternoon would be great okay and then you can say we have an opening at 4 o clock and six o clock which would work best for you okay or you could say 4 p.m. and 6 p.m. now you don't need to say p.m. because he already said Sunday afternoon right so it's understood that it's in the afternoon not the morning right so you don't need to say p.m. you can just say o clock or you could just say 4 we have an opening at 4 and 6 which would work best for you 4 o clock would be great ok ok could I get your name and phone number ok so now you need to take his information so you can put it in your computer in the schedule right ok could I get your name and phone number then he's going to say sure it's Doug Smith phone number is 555 771 six six nine nine ok and you can say ok you're all booked in for Sunday at 4 o'clock ok you're all booked in for Sunday at 4 o'clock perfect thanks for your help he's gonna say perfect thanks for your help ok and you can say you're welcome have a good evening bye bye you're welcome have good evening bye-bye okay so that's phone calls probably most of your English conversations is is gonna be on the phone right but maybe if you work in a hotel or somewhere you'll be dealing with a lot of people face to face and in that case I contact is very important okay in Western culture eye contact is important in these kinds of situations okay a lot of people actually don't do that here in Canada and the US that's a really bad customer service sometimes you know someone might be texting on their phone you're waiting in line you're waiting for something and they're they don't even care they're just looking on their phone or they're busy with something else and they don't they don't even acknowledge you okay so that's really bad you should say this you should say I'll be with you in a second if you're busy right if you're busy doing something hi I'll be with you in a second I'll be with you in a second this is so important you will say this a lot if you work as a receptionist hi I'll be with you in a second that way the person can relax because he knows you're busy right and you care about him you've seen him and you're trying your hardest right and then you should say hi sorry for the wait okay you should apologize for being busy okay hi sorry for the wait I'm ready now okay then he'll say no worries I have a reservation for a single room for two nights okay so if this is in a hotel he might say this I have a reservation for a single room for two nights okay and then you could say this sure could I have your last name sure could I have your last name because you need to look up his reservation in the system right so you need his last name sure could I have your last name and then he will give you his last name and then you could say this all right I see your reservation here I just need your passport and I'll get you the keys right away okay so this is very polite all right I see your reservation here on your computer I just need your passport and I'll get you the keys right away right away means immediately okay so he gives you his passport and you give him the keys and then you can say it's a room 207 second floor down the hall on the left-hand side okay it's a room number 207 second floor down the hall and on the left-hand side okay then he'll say thanks so much thanks so much and then you can be friendly and you can say you're welcome have a nice day have a nice stay okay so that's basically some simple conversations that you can use if you work as a receptionist but there are so many different situations that you might encounter as a receptionist for example rescheduling appointments or issuing refunds issuing refunds of money you need to give them your their money back maybe they are not happy with a service or a product and you need to give them their money back that's called a refund okay or handling complaints maybe someone is calling in to complain about something okay that happens a lot in customer service so you know these are very important to this these kinds of jobs as well but I don't want this lesson to be too long if I talk about these things too this lesson will be like 45 minutes and I don't want you to get too bored so if you like getting lessons like this and you want me to make more lessons on these things I would be happy to make lessons on these things to help you out just let me know down in the comments do you want me to make lessons on these things do you think this is helpful for you if you want a receptionist job and also I want to know where would you like to be a receptionist tell me your dream job in any situation if you could be a receptionist in any company or any situation let me know where would you like to be a receptionist down there in the comments and I'll see you over in the next episode of Mad English TV take care [Music] you

Channel: Mad English TV

Views: 401,291

Keywords: english for receptionist, english for receptionist job, english for receptionist at hotel, english for receptionist in office

Id: bhhtgjCXubs

Length: 18min 43sec (1123 seconds)

Published: Thu Aug 09 2018