It’s definitely an art to know when to conclude a phone conversation without coming across as abrupt or impolite, especially when it’s a business, work or important call.
Most of us have experienced being on the phone, where you sense that the discussion is coming to an end.
By the end of this guide you’ll be able to end a phone call like a pro and do so in a polite and professional way, knowing how to end a call with someone.
The key takeaways include :
- Where you should end the conversation
- Wrapping things up
- How to interject and interrupt the conversation in a polite manner
- Why to take notice of pauses during a call
- Closing off the discussion
- Saying goodbye and signing off the call
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1. Nearing the End of the Conversation
It’s important to recognise the signs and indicators that it’s time to end a call as it draws to a close. In a business or work setting, after addressing the customers main concerns, pay attention to signals such as :
The signs :
- Repeated “thank you’s or other expressions of gratitude
- Longer silences in between answers
- A change in tone that indicates they’re prepared to wrap up.
At this point it’s a great idea to summarise the call when you notice anything like the signs above. This creates the conditions for seamless end to the conversation and for client satisfaction.
You can say for example :
“I will address and process your refund, as soon as we finish this call”
Or a more general approach:
“Is there anything else you need, regarding this process”
This method allows the client a last chance to express any last minute enquiries while also reassuring them.
2. Wrapping Things Up
It’s appropriate to start closing off the conversation professionally and courteously once you’ve addressed all the important topics.
The key is, to be determined, without coming across as hasty, wait for a natural pause but avoid any long period of long pauses, as this may invite more questions from your customer or client.
Try using a more direct approach like :
“Thank you for your call today”, rather than giving open ended questions like “Is there anything else I can help you with?”
Try a phrase such as
“I’m happy I was able to help you today”
or
“Don’t hesitate to reach out if you need anything in the future”
These types of phrases mark the conclusion of your conversation, conveys thanks, affirms the resolution and signals the end of the phone call.
3. Interrupting in a polite manner
Sometimes, even with your best efforts, calls can occasionally go longer than they need to. A courteous interruption can be your greatest ally in these situations.
The secret is to firmly guide the conversation to a conclusion while remaining polite.
You can try saying :
“I’m sorry to interrupt, but I want to respect your time”
Or
“I believe we’ve covered everything on this call, is there anything urgent before we wrap up?”
This particular approach acknowledges the interruption but also shows respect for the other person’s time, and gives a nod to closing the conversation.
4. Take Notice of the Pauses on your Call
Pauses are effective in conversation control techniques. Both parties are usually ready to end the call when there is a natural lull in the conversation.
It’s always a good idea to start the finishing sequence when you observe that these gaps are getting longer or more frequent.
By carefully curating how to get off the phone with someone, you could say for example:
“I think we’ve covered everything on our agenda today” following a pause.
Then add “Should we conclude this and follow up as scheduled next week as planned?”
(you can also tweak the end if you didn’t have a follow up meeting arranged, spending on your circumstances)
This method ends the call in an organic way, with the natural rhythm of the conversation.
5. Closing Off the Conversation
It’s important to be clear and courteous when it’s time to end the call. While keeping the tone upbeat, your closing speech should make it very clear that discussion is coming to an end.
Here are a few examples of successful and the best call closing statements :
- “I appreciate your time today. I’ll get started on those action items right away”
- “Thank you for sharing your thoughts on this. Next week, let’s get back in touch to talk about a progress update”
- “I’ve enjoyed our conversation. I look forward to our next discussion”
These remarks express the value of the call, mention any upcoming actions and make it obvious that the conversation is ending.
6. Saying Goodbye and Wrapping up the Call
To make a good impression that lasts, the last few seconds of a call are quite important.
Combine your final statement, with a kind farewell to wrap up the phone discussion, this is how to get off the phone with someone professionally.
This strengthens the bond and creates a positive atmosphere for subsequent exchanges. Think about when you are finished with a telephone conversation, and how should you end it?
You can try saying :
“Mr Gabor, thank you for your call, I will email you with the information we discussed today. Enjoy the remainder of your day and don’t hesitate to reach out. Good bye.”
This offers ongoing assistance and reiterates any necessary steps, and ends the call in a straightforward manner.
Calls & SOI Virtual Receptionists
Being able to finish a phone call politely is a useful ability in both personal and professional settings.
You can make your conversations positive and know that your clients or personal calls are on point and end well.
If you find managing calls to be challenging or time consuming, consider our virtual reception services at SOI.
We can handle all your calls as an extension of your team. Ensuring the interactions and communications are handled with care and consistency, so you can focus on the core of your business. Get in touch with our team today.
