Mastering Japanese Calls: Addressing Bosses & Clients Politely 📞🇯🇵

Konnichiwa, future Japan-bound stars! ✨ As you embark on your exciting journey to Japan, mastering the language is key, and perhaps no area feels more daunting yet crucial than polite communication, especially over the phone. Why? Because telephone conversations are often the first point of contact in professional settings, and they demand a keen understanding of Keigo (敬語) – Japanese honorifics.

For many Filipino learners, the intricacies of Keigo can seem like climbing Mount Fuji blindfolded! But fear not! As your language teacher, I’m here to guide you step-by-step. This article will equip you with the essential phrases, cultural insights, and practical tips to confidently handle Japanese phone calls, whether you’re speaking to your sensei, your future boss, or an important client. Let’s make those phone calls sound as smooth as a well-practiced “もしもし” (Moshi moshi)! 🎉

1. The Foundation: Basic Phone Manners & Teineigo (丁寧語) 📞

Before diving into the complexities of Keigo, let’s ensure you have a solid grasp of basic, polite phone etiquette using Teineigo (丁寧語), which is the polite form ending in ～です (desu) and ～ます (masu). This is your starting point for almost any interaction.

Essential Opening & Closing Phrases

Situation	Japanese Phrase	Meaning
Answering the phone	もしもし (Moshi moshi)	Hello (on the phone)
Answering for a company/office	はい、[会社名/部署名]でございます。(Hai, [Kaisha-mei/Busho-mei] de gozaimasu.)	Yes, this is [Company/Department name]. (Very polite)
Introducing yourself	[自分の名前]と申します。(~ to moushimasu.)	My name is ~. (Humble form of 「です」)
Asking who’s calling	どちら様でいらっしゃいますか。(Dochira sama de irasshaimasu ka?)	Who is this? (Very polite)
Ending the call	失礼いたします。(Shitsurei itashimasu.)	Excuse me for disturbing/I will hang up now. (Polite and professional)

2. Stepping Up: Sonkeigo (尊敬語) and Kenjougo (謙譲語) 👑🙇‍♀️

This is where Keigo truly shines and can be challenging. Japanese polite language isn’t just one level; it has specific forms to show respect to others (Sonkeigo) and to humble yourself (Kenjougo). Understanding the distinction is crucial for proper phone etiquette.

• 尊敬語 (Sonkeigo – Honorific Language)

  Used to elevate the person you are speaking about or to. It shows respect to superiors, clients, or anyone of higher status. You use it for the actions of others.

• 謙譲語 (Kenjougo – Humble Language)

  Used to humble yourself or your actions, or the actions of your “in-group” (colleagues, family) when speaking to someone outside your group. It implies that you are lowering yourself to elevate the other person.

Common Verbs in Teineigo, Sonkeigo, Kenjougo

Casual	Teineigo (Polite)	Sonkeigo (Honorific)	Kenjougo (Humble)
いる (iru – to be)	います (imasu)	いらっしゃる (irassharu)	おる (oru)
言う (iu – to say)	言います (iimasu)	おっしゃる (ossharu)	申す (mousu)
する (suru – to do)	します (shimasu)	なさる (nasaru)	いたす (itasu)
行く/来る (iku/kuru – to go/come)	行きます/来ます (ikimasu/kimasu)	いらっしゃる (irassharu), おいでになる (oide ni naru)	参る (mairu), 伺う (ukagau)
食べる/飲む (taberu/nomu – to eat/drink)	食べます/飲みます (tabemasu/nomimasu)	召し上がる (meshiagaru)	いただく (itadaku)
会う (au – to meet)	会います (aimasu)	お会いになる (o-ai ni naru)	お目にかかる (ome ni kakaru)

3. Addressing Superiors (Bosses) on the Phone 👔

When speaking to your boss or a senior colleague over the phone, the key is to use appropriate Sonkeigo for their actions and Kenjougo for your own.

Key Phrases for Speaking with Your Boss

• Initial Greeting:

  「お疲れ様です、[部署名]の[自分の名前]です。」
  (Otsukaresama desu, [Busho-mei] no [Jibun no Namae] desu.)
  “Good work, this is [Your Name] from [Department Name].” (Commonly used within a company)

• Calling a superior:

  「[部長名]様でいらっしゃいますか。」
  ([Buchou-mei] sama de irasshaimasu ka?)
  “Is this Manager [Boss’s Name]?” (Using honorific for “is”)

• Making a Request:

  「[お願い]していただくことは可能でしょうか。」
  ([Onegai] shite itadaku koto wa kanou deshou ka?)
  “Would it be possible for you to [do request]?” (Very polite and indirect)

  「〜ていただけませんか。」
  (～te itadakemasen ka?)
  “Could you please ～?” (Polite request)

• Receiving Instructions/Understanding:

  「かしこまりました。」
  (Kashikomarimashita.)
  “Understood.” (More formal and humble than 「わかりました」)

  「承知いたしました。」
  (Shouchi itashimashita.)
  “Understood.” (Similar to Kashikomarimashita, professional)

• Apologizing (minor inconvenience):

  「申し訳ございません。」
  (Moushiwake gozaimasen.)
  “I am truly sorry.” (Stronger than 「すみません」)

4. Navigating Calls with Clients and External Parties 💼

When dealing with clients or people outside your company, your language must reflect maximum respect for them and humbleness for yourself and your company. This is where Kenjougo for your actions and the actions of your “Uchi” group truly comes into play, while using Sonkeigo for the client’s actions.

Key Phrases for Client Interactions

• Answering for the company:

  「お電話ありがとうございます、[会社名]でございます。」
  (Odenwa arigatou gozaimasu, [Kaisha-mei] de gozaimasu.)
  “Thank you for your call, this is [Company Name].”

• Taking a message (if the person is unavailable):

  「恐れ入りますが、[担当者名]はただ今席を外しております。」
  (Osoreirimasu ga, [Tantou-sha-mei] wa tadaima seki wo hazushite orimasu.)
  “Excuse me, but [person in charge] is currently away from their desk.” (Using humble language for your colleague)

  「恐れ入りますが、メッセージをお預かりいたしましょうか。」
  (Osoreirimasu ga, message wo oazukari itashimashou ka?)
  “Excuse me, but shall I take a message?” (Using humble language for your action)

• Transferring a call:

  「[〇〇様]ですね。かしこまりました。少々お待ちいただけますでしょうか、[担当者名]に代わります。」
  ([〇〇-sama] desu ne. Kashikomarimashita. Shoushou omachi itadakemasu deshou ka, [Tantou-sha-mei] ni kawarimasu.)
  “This is [〇〇-san], correct? Understood. Could you please wait a moment? I will transfer you to [person in charge].”

• Asking for clarification:

  「恐れ入りますが、もう一度おっしゃっていただけますでしょうか。」
  (Osoreirimasu ga, mou ichido osshatte itadakemasu deshou ka?)
  “Excuse me, but could you please say it again?” (Using honorific for the client’s action)

• Expressing gratitude (very formal):

  「大変恐縮でございます。」
  (Taihen kyoushuku de gozaimasu.)
  “I am very much obliged/very sorry to trouble you.” (Used when someone has gone out of their way for you)

5. Teacher’s Practical Advice for Filipino Learners 🗣️🇵🇭

Learning Keigo can feel like a linguistic puzzle, but remember, every Japanese speaker started exactly where you are! Here are some tips tailored for Filipino learners:

• Listen Actively:

  Pay close attention to how native Japanese speakers, especially in formal settings (news, business dramas, actual phone calls you overhear), use Keigo. Mimic their intonation and pauses.

• Start Simple, Then Expand:

  Don’t try to master all forms of Keigo at once. Begin with Teineigo (-masu/-desu), then gradually introduce common Sonkeigo and Kenjougo verbs and phrases. Consistency is key.

• Practice Role-Playing:

  This is invaluable! Find a language partner or a patient Japanese friend, or even practice by yourself. Simulate various phone call scenarios – answering, making requests, transferring calls, taking messages. Record yourself and listen back to identify areas for improvement.

• Don’t Be Afraid of Mistakes:

  Every learner makes mistakes with Keigo. Japanese people generally appreciate the effort to use polite language. If you make a mistake, don’t dwell on it. Learn from it and move on. The more you use it, the more natural it will feel.

• Focus on Clear Pronunciation:

  On the phone, clear pronunciation is even more critical than face-to-face. Practice saying Japanese numbers, names, and key terms slowly and clearly. This will prevent misunderstandings.

Conclusion: Your Confident Future in Japan Awaits! ✨

Mastering Japanese phone calls, especially the nuances of Keigo, is a significant step towards confidently navigating your life in Japan. It shows respect, professionalism, and a genuine effort to integrate into Japanese society. While it might seem challenging at first, remember that consistent practice and a willingness to learn from every interaction will lead you to fluency.

Think of each phone call as an opportunity to practice and grow. With the phrases and tips provided here, you’re now better equipped to handle formal conversations. Keep practicing, keep learning, and soon you’ll be making calls in Japan with the confidence of a seasoned professional! Ganbatte kudasai! You can do this! 💪🇯🇵