Don't Call Me Now: The Secret Rule To Phone Etiquette

In this article we will review some simple phone call etiquettes that you may not be aware of. Most importantly: when are the best times to call someone? While texting has become one of the most popular ways to communicate, speaking with someone over the phone in real time can relay information faster, reduce miscommunication, and helps build stronger relationships.

Avoid Making Phone Calls Before 9AM

Calling someone after 9am is an unwritten rule of good phone etiquette. Many people are already awake, had their coffee, and settling into their day. Calling someone before this time, unless it is an emergency or extremely important, is considered rude as you may be waking them up or interrupting their morning routine.

Be extra considerate on weekends. Refrain from making personal phone calls until at least 10am. People enjoy their days off and may sleep in or spend their mornings relaxing and kicking their feet up, not having to worry about work or responsibilities.

Another exception to this rule is if you are calling a business. Good phone etiquette dictates calling businesses during normal business hours, not before they open. Even if there is staff on hand, they may not answer the phone until their doors are officially open. 

Some businesses may have voicemail set up where you can leave a message but there's no guarantee someone will listen to it right away.

Don't Call During Lunch Breaks

Standard lunch breaks are usually between 11am and 1pm. During this time people want to get away from their daily tasks, relax, and recharge. Even if someone takes their lunch break at their desk, they are not obligated to answer any calls.

If you absolutely must call someone during lunch and they do not answer, leave a message or call back at a later time. If you want to call a friend during their lunch, be sure to ask them for permission first.

An unexpected phone call during a lunch break may cause unnecessary stress if the person has already had a tough day or out with co-workers or their boss at a local restaurant.

Some professional businesses, like doctors' offices and veterinary clinics, may be temporarily closed during lunch. Calling during this time will likely result in you getting a "we are currently closed. Please call back again at [time we reopen] and we will happily assist you" message or an option to leave a call-back request when the business re-opens.

No Phone Calls After 9PM

Many people begin to wind down for the evening between 8 and 9pm. Some even turn off their phones or put them in 'do not disturb' mode. It is good etiquette to respect peoples' personal lives by not calling them too late at night.

If you need to get a hold of someone, consider sending them a text or email, but remember that neither of these methods of communication are considered time sensitive so you may not hear back from them until the next day.

Phone Call Etiquette Tips To Remember: 

Here are a few helpful phone etiquette tips to be aware of next time you have to make a call to a business, friend, or family member:

Be Considerate Of People Living In Different Time Zones

Be aware of time zones if you are calling someone who lives in a different geographical location from you. Even if it's only 7pm your time, it may be 9 or 10pm where they live. Time zones may also be affected by daylight savings, so double check before you make that phone call to someone on the other side of the continent or across the pond.

Understand People Have Different Lifestyles And Schedules

Not everyone works a typical 9 to 5 job. Some people work night shifts, be on call, or have shifts that differ from day to day. Pay extra attention to this as to not interrupt someone if they are sleeping or working a different schedule than you. Some people may have a separate phone that they use just for work.

Do not call someone's work phone if the call isn't business related. Keep all personal calls on their personal phone and business calls on their business phone. The same rule applies for texting and emails.

If You Know Someone Is Busy, Call Them Back Later

Some people have activities they do outside of work like sports or clubs where they may not be able to answer your phone calls. Make note of when they are not available and try not to call them during this time. If you need to get a hold of them, send them a text first.

Some people may turn their electronics off at a specific time at night or have an electronic-free day once or twice a week. If you know someone that does this, make note of it so you don't think something is wrong when you can't get a hold of them.

If You Aren't Sure If Someone Is Busy, Text Them First

If you are unsure if someone is busy, send them a quick text asking if it is okay to call them. Texting is not time sensitive so they may not get back to you right away, but it is a better alternative than interrupting them if they are in the middle of something important.

If The Person You Are Calling Doesn't Answer, Leave Them A Message

If your call goes to voicemail you have three options. You can either:

• Leave them a voicemail with a brief explanation of why you called and request them to call you back at their earliest convenience

• Send them a text with the same information as above

• Or just hang up

The first two options are the most appropriate as a random phone call without any explanation may be considered rude since you didn't explain why you called. Depending on the person, they may not even call you back, which you may think is rude behaviour.

Leaving a short, detailed message as to why you called lets the other person know the intention of the phone call and if they are required to take any action. Are you planning a surprise party for someone and need details? Inquiring about an item they're selling? Following up with a date? Let them know.

Keep Business Calls Short And To The Point

If you are calling a business to make an appointment or inquiring about something, keep the conversation short. Be direct and to the point with whoever you are speaking with. Get the details you need and give them the details they require as there may be another call on hold or coming in. No one likes being on hold. Especially if they're busy.

Consider Texting Instead Of Calling

If you are asking a question or have something quick to say, send them a text instead of calling. There's no need to make a phone call if the answer is just 'yes', 'no', or a couple words words. A short, sweet, concise text will get you the answers you need.

There are times when the person you need to get a hold of cannot be on their phone, like if they're in a meeting or out with someone. Many modern smartphones have a quick text option that they can use if they see you are calling but are unable to answer. These are typically pre-written responses like "I'll call you back later" or "Can you text me?" the other person can select without having to type out a full message.

Call People Back When You Say You Will

If someone calls you and you do not have time to talk, inform them that you will call them back. Give them a definite time (or timeframe) and be sure to call them back at that time. If they offer to call you back later, give them an appropriate time when you will be available to talk.

A vague answer like "I'll call you later" may come across as dismissive to some people. Not giving a definite time means you may interrupt them when they're busy, creating a game of phone tag that could go on for days. 

An appropriate response could be "Sorry, I don't have time to talk right now. Can I call you back around 4pm? Does that work for you?" or "Do you mind calling me back after 6pm? I'll be available then." Effective communication is very important, especially over the phone.

Be Sure To Set Your Phone Boundaries With Others

Now that we have covered proper etiquette when phoning people, now it's your turn. Let your friends know when the best time to call you is. Be sure to set boundaries by informing them when you are busy and when it is too late to call (unless it's an emergency).

You may have a night-owl friend who likes to chit-chat at 2am. Setting boundaries lets them know that their behaviour is unacceptable. Remind them that they can always text you and that you'll get back to them as soon as possible. If they continue to try and phone you during your off hours, set your phone to 'do not disturb'.

We also recommend having phone boundaries in public settings so you don't accidentally ignore your friends. Phubbing is a new phenomenon where people snub others using their phone. Our article What Is Phubbing And How Does It Affect Your Relationships? explains phubbing in great detail.

Know When (And How) To Politely End A Phone Call 

Keeping someone on the phone when they need to go is bad etiquette. Verbal cues like "This has been great, but I need to go" and "it was nice catching up, but I have to run" are signals you shouldn't ignore.

Non-verbal cues like long pauses, a disengaged tone of voice, and short responses are also signs that the person on the other line probably wants to get off the phone.

If you get the feeling that the person on the other line wants to end the conversation, do so politely. Don't ask them if they're bored or if they have something better to do.

Finish the phone call with a brief summary of the things you spoke about or even a simple "I should probably let you go" will suffice.

If you are unsure when to politely end a phone call, wait for a lull in the conversation. Conversations ebb and flow, so waiting until a natural pause is the perfect time to start wrapping things up. These typically happen between topics and stories so you won't be interrupting anyone or cutting a conversation short.

Summary

Even with various methods of communication, properly navigating phone calls is integral in today's social world. Knowing the importance of when to call and how to conduct yourself while on a call demonstrates your ability to be professional even when you aren't physically present.

Having this skill set is extremely important for both professional and casual calls. Remember this article the next time you pick up the phone.

For more tips on phone etiquette, please read our articles:

- 15 Simple And Easy Rules Of Texting Etiquette

- 18 Important Cell phone Rules

Did you enjoy this article? Learn something new? Share it with a friend and follow Esteemed Gentleman on social media to stay up to date with new articles and posts!

Links:

Facebook

Instagram

Don't forget to sign up below to stay up to date on new articles and reviews we publish!