Business Phone Call Training Translation with Romaji

ENBusiness Phone Call Training Translation
with Romaji
Page 1
Title
Original Japanese: BUSINESS PHONE CALL RECEIVING PHONE CALLS
Original Japanese: 仕事の電話が取れるようになろう
Romaji: Shigoto no denwa ga toreru yō ni narō
English Translation: Let's learn to receive business phone calls
Original Japanese: Lesson 1
Romaji: Ressun 1
English Translation: Lesson 1
Page 2
Lesson Goal Header
Original Japanese: LESSON GOAL
Romaji: Ressun gōru
English Translation: Lesson Goal
Lesson Goal Content

ENRomaji: Denwa de hanasu toki no wakariyasui hanashikata to denwa wo ukeru toki no manā wo
oboeyō
English Translation: Let's learn how to speak clearly on the phone and proper etiquette for
receiving calls
Original: learn how to speak clearly on the phone and the proper etiquette for answering calls
Page 3
Challenge Statement

ENOriginal Japanese: 電話はむずかしい…
Romaji: Denwa wa muzukashii...
English Translation: Phone calls are difficult...
Original: Phone conversations can be challenging...
Page 4
Header
Original Japanese: 電話がむずかしい理由
Romaji: Denwa ga muzukashii riyū
English Translation: The reason phone calls are difficult
Original: The Difficulty of Telephone Conversations
Three Difficulties
1. Hard to Hear
Original Japanese: 聞こえにくい
Romaji: Kikoeniku
English Translation: Hard to hear
Original: When talking on the phone, it's often harder to hear the other person's voice or words
clearly than usual
2. Can't See Faces
Original Japanese: 顔が見えない
Romaji: Kao ga mienai
English Translation: Can't see faces
Original: Without being able to see each other's faces, it can be difficult to gauge when to speak
or understand the other person's feelings
3. Phone-Specific Speech
Original Japanese: 電話特有の話し方
Romaji: Denwa tokuyū no hanashikata
English Translation: Phone-specific way of speaking

ENOriginal: When making business calls in Japanese, there are special phrases, etiquette, and
conversational flow to consider
Page 5
Encouragement Statement
Original Japanese: こうかん
Romaji: Kōkan
English Translation: Good impression
Original Japanese: 電話で好感を持たれる
Romaji: Denwa de kōkan wo motareru
English Translation: To be liked on the phone
Original Japanese: しゅうとく
Romaji: Shūtoku
English Translation: Acquire
Original Japanese: 話し方を習得しましょう！
Romaji: Hanashikata wo shūtoku shimashō!
English Translation: Let's master how to speak!
Original: Let's learn how to speak in a likable manner over the phone!
Page 6
Header
Original Japanese: 電話で話す時のポイント
Romaji: Denwa de hanasu toki no pointo
English Translation: Points when speaking on the phone
Original: Points to Remember When Speaking on the Phone
Page 7
Four Key Points

EN1. Speak Accurately
Original Japanese: せいかく
Romaji: Seikaku
English Translation: Accurate
Original Japanese: 正確に話す
Romaji: Seikaku ni hanasu
English Translation: Speak accurately
2. One Sentence, One Message
Original Japanese: 1sentence1messageで話す
Romaji: Wan sentensu wan messēji de hanasu
English Translation: Speak with one sentence, one message
Original: Deliver one message per sentence
3. Speak Slowly and Clearly
Original Japanese: ゆっくり、はっきり話す
Romaji: Yukkuri, hakkiri hanasu
English Translation: Speak slowly and clearly
4. Speak with a Smile
Original Japanese: 笑顔で話す
Romaji: Egao de hanasu
English Translation: Speak with a smile
Page 8
Header

ENRomaji: Denwa ni deru toki to denwa wo kiru toki no pointo
English Translation: Points for answering and ending phone calls
Original: Points to Remember When Answering and Ending a Call

ENPage 9
Header
Original Japanese: 電話に出る時の流れ
Romaji: Denwa ni deru toki no nagare
English Translation: Flow when answering the phone
Original: Answering the Phone: A Step-by-Step Guide
Page 10
Four Steps
Step 1
Original Japanese: 電話に出る
Romaji: Denwa ni deru
English Translation: Answer the phone
Step 2
Original Japanese: かいしゃめい
Romaji: Kaishamed
English Translation: Company name
Original Japanese: あいさつ+会社名+自分の名前
Romaji: Aisatsu + kaishamed + jibun no namae
English Translation: Greeting + company name + your name
Step 3
Original Japanese: ようぼう
Romaji: Yōbō
English Translation: Request
Original Japanese: たいおう
Romaji: Taiō
English Translation: Response

ENOriginal Japanese: 相手の要望に合わせた対応
Romaji: Aite no yōbō ni awaseta taiō
English Translation: Response according to the caller's request
Step 4
Original Japanese: き
Romaji: Ki
English Translation: End
Original Japanese: あいさつをして電話を切る
Romaji: Aisatsu wo shite denwa wo kiru
English Translation: Greet and end the call
Original: Bid farewell and end the call
Page 11
Phone Conversation Example
You (Answering)

ENRomaji: Odenwa arigatō gozaimasu. ○○sha ○○bu (jibun no namae) de gozaimasu.
English Translation: Thank you for calling. This is [Your Name] from [Your Department] at
[Company Name].
Caller

ENRomaji: Osewa ni natte orimasu. △△sha △△bu (jibun no namae) to mōshimasu.
English Translation: Thank you for your continued support. My name is [Name] from
[Department] at [Company Name].
You (Acknowledgment)

ENRomaji: △△sha △△bu (aite no namae) sama desu ne. Kochira koso osewa ni natte orimasu.
English Translation: Hello, [Caller's Name] from [Caller's Department] at [Caller's Company].
I appreciate your assistance as well.

ENCaller (Requests)
Original Japanese: □□様はいらっしゃいますか。
Romaji: □□sama wa irasshaimasu ka.
English Translation: May I speak with [Recipient's Name], please?
Original Japanese: もう
Romaji: Mō
English Translation: Already
Original Japanese: たんとう
Romaji: Tantō
English Translation: Person in charge

ENRomaji: ~ ni tsuite kikitai no desu ga, tantō no kata wa irasshaimasu ka.
English Translation: I'd like to inquire about [topic]; is there someone in charge I can speak to?
You (Closing)
Original Japanese: ほんじつ
Romaji: Honjitsu
English Translation: Today

ENRomaji: Honjitsu wa ○○bu (jibun no namae) ga uketamawarimashita. Odenwa arigatō
gozaimashita.
English Translation: Today, you've reached [Your Name] in [Your Department]. Thank you for
your call.
Page 12
Header

ENRomaji: Shagai no hito to no denwa de yoku tsukau nihongo
English Translation: Japanese commonly used in phone calls with people outside the company
Original: Commonly Used Japanese Phrases for Phone Conversations with someone from other
company

ENPage 13
When Answering
Recommended Phrase
Original Japanese: お電話ありがとうございます
Romaji: Odenwa arigatō gozaimasu
English Translation: Thank you for calling
Not Recommended
Original Japanese: もしもし
Romaji: Moshi moshi
English Translation: Hello
Page 14
Greetings When Answering
Not Recommended
Original Japanese: こんにちは / はじめまして
Romaji: Konnichiwa / hajimemashite
English Translation: Hello/Nice to meet you
Page 15
Professional Greeting
Recommended
Original Japanese: いつもお世話になっております
Romaji: Itsumo osewa ni natte orimasu
English Translation: Thank you very much for always supporting us
Original: Using greetings to express gratitude for everyday transactions
Not Recommended

ENOriginal Japanese: こんにちは / はじめまして
Romaji: Konnichiwa / hajimemashite
English Translation: Hello/Nice to meet you
Page 16
When You Make Caller Wait
Recommended
Original Japanese: たいへん
Romaji: Taihen
English Translation: Very much
Original Japanese: (大変)お待たせいたしました
Romaji: (Taihen) omataseitashimashita
English Translation: Thank you so much for your patience
Not Recommended
Original Japanese: あやま
Romaji: Ayama
English Translation: Apologize
Original Japanese: ほんだい
Romaji: Hondai
English Translation: Main topic
Original Japanese: 謝らないで本題を始める
Romaji: Ayamaranai de hondai wo hajimeru
English Translation: Start the main topic without apologizing
Page 17
When You Can't Hear
Recommended (Polite)

ENRomaji: Mōshiwake gozaimasen ga, odenwa ga tōi yō desu
English Translation: I'm sorry, but the phone seems distant
Original Japanese: いちど
Romaji: Ichido
English Translation: Once more

ENRomaji: Mō ichido onegai dekimasu deshō ka
English Translation: Could you please say that again?
Original: Unfortunately, it seems the phone is out of reach. Could you please say that again?
Note: The voice on the phone sounds distant, which is why it may sound faint
Not Recommended (Direct)
Original Japanese: 声が小さくて聞こえませんでした
Romaji: Koe ga chiisakute kikoemasendeshita
English Translation: I couldn't hear because the voice was small
Original Japanese: いちど
Romaji: Ichido
English Translation: Once more
Original Japanese: もう一度お願いします
Romaji: Mō ichido onegaishimasu
English Translation: Please say that again
Page 18
When Asking for Phone Number
Recommended (Polite)
Original Japanese: おそ
Romaji: Oso
English Translation: Fear
Original Japanese: い
Romaji: I
English Translation: Enter

ENOriginal Japanese: 恐れ入りますが、
Romaji: Osore irimasu ga,
English Translation: I'm sorry to trouble you, but
Original Japanese: でんわ ばんごう
Romaji: Denwa bangō
English Translation: Phone number

ENRomaji: Odenwa bangō wo okikase itadakemasudeshō ka
English Translation: Could you please provide me with your telephone number?
Not Recommended (Direct)
Original Japanese: でんわ ばんごう
Romaji: Denwa bangō
English Translation: Phone number
Original Japanese: 電話番号を教えてください
Romaji: Denwa bangō wo oshiete kudasai
English Translation: Please tell me your phone number
Page 19
When You Want to Say "I Understand"
Recommended (Formal)
Original Japanese: しょうち
Romaji: Shōchi
English Translation: Acknowledgment

ENRomaji: Kashikomarimashita / shōchi itashimashita
English Translation: Understood
Not Recommended (Casual)
Original Japanese: りょうかい
Romaji: Ryōkai
English Translation: Roger/understood

ENOriginal Japanese: わかりました/了解しました
Romaji: Wakarimashita / ryōkai shimashita
English Translation: Understood
Page 20
When Taking Over a Call
Recommended (Formal)
Original Japanese: たんとう
Romaji: Tantō
English Translation: Person in charge
Original Japanese: と
Romaji: To
English Translation: To
Original Japanese: つ
Romaji: Tsu
English Translation: Connect

ENRomaji: Tadaima tantō no mono ni otoritsugitashimasu
English Translation: I'll transfer you to the person in charge right now
Not Recommended (Casual)
Original Japanese: たんとうしゃ
Romaji: Tantōsha
English Translation: Person in charge
Original Japanese: か
Romaji: Ka
English Translation: Change
Original Japanese: 担当者に代わります
Romaji: Tantōsha ni kawarimasu
English Translation: I'll transfer you to the person in charge

ENPage 21
When Making a Return Call
Recommended (Formal)

ENRomaji: Mōshiwake gozaimasen ga, kochira kara odenwa wo kakenashite mo yoroshii deshō ka
English Translation: Would it be possible for me to call you back? I apologize for the
inconvenience.
Not Recommended (Casual)
Original Japanese: 後でもう一度電話します
Romaji: Ato de mō ichido denwashimasu
English Translation: I'll give you a call again later
Page 22
When Ending a Call
Recommended (Formal)

ENRomaji: Sore dewa yoroshiku onegaitashimasu
English Translation: Thank you in advance
Original Japanese: お電話ありがとうございました
Romaji: Odenwa arigatō gozaimashita
English Translation: Thank you for the phone call
Original Japanese: 失礼いたします
Romaji: Shitsurei itashimasu
English Translation: Excuse me (polite farewell)
Not Recommended (Casual)
Original Japanese: ありがとうございました
Romaji: Arigatō gozaimashita
English Translation: Thank you

ENOriginal Japanese: さようなら
Romaji: Sayōnara
English Translation: Goodbye
Page 23
Header
Original Japanese: 電話を取り次ぐ時の流れ
Romaji: Denwa wo toritsugu toki no nagare
English Translation: Flow when transferring phone calls
Original: Transferring the Phone - Procedures
Page 24
Transfer Procedure Steps
Step 1
Original Japanese: 電話に出る
Romaji: Denwa ni deru
English Translation: Answer the phone
Step 2
Original Japanese: かいしゃめい
Romaji: Kaishamed
English Translation: Company name
Original Japanese: あいさつ+会社名+自分の名前
Romaji: Aisatsu + kaishamed + jibun no namae
English Translation: Greeting + company name + your name
Step 3
Original Japanese: あいて
Romaji: Aite
English Translation: Other party

ENOriginal Japanese: かくにん
Romaji: Kakunin
English Translation: Confirm
Original Japanese: 相手が話したい人の名前を確認
Romaji: Aite ga hanashitai hito no namae wo kakunin
English Translation: Confirm the name of the person the caller wants to speak with
Step 4
Original Japanese: たんとうしゃ
Romaji: Tantōsha
English Translation: Person in charge
Original Japanese: 担当者に電話を代わる
Romaji: Tantōsha ni denwa wo kawaru
English Translation: Transfer the call to the appropriate staff member
Step 5
Original Japanese: じょうきょう
Romaji: Jōkyō
English Translation: Situation
Original Japanese: たいおう
Romaji: Taiō
English Translation: Response
Original Japanese: 状況に合わせて対応する
Romaji: Jōkyō ni awasete taiō suru
English Translation: Adapt your response according to the situation
Original Japanese: か
Romaji: Ka
English Translation: End
Original Japanese: 電話を切る
Romaji: Denwa wo kiru
English Translation: End the call
Step 6
Original Japanese: あいさつをして電話を切る
Romaji: Aisatsu wo shite denwa wo kiru
English Translation: Bid farewell and hang up the phone

ENPage 25
Header
Original Japanese: 取り次ぐ時の例文
Romaji: Toritsugu toki no reibun
English Translation: Example sentences when transferring
Original: Let's review examples of phrases to use when transferring a call
Page 26
When Person in Charge is Absent
Situation Response
Original Japanese: (名前)様、お待たせいたしました。
Romaji: (Namae) sama, omataseitashimashita.
English Translation: Mr./Ms. [Name], thank you for your patience.

ENRomaji: Mōshiwake gozaimasen. □□ wa tadaima seki wo hazushite orimasu.
English Translation: I apologize for the inconvenience. [Name] is currently away from their
desk.

ENRomaji: Niji ni modoru yotei desu no de, modori shidai odenwa sasete itadakimasu ga, ikaga
itashimashō ka.
English Translation: [Name] is expected to return by 2 o'clock, and as soon as he/she does,
he/she'll give you a call. How would you like to proceed?
Caller Response
Original Japanese: それではお願いいたします。
Romaji: Sore dewa onegai itashimasu.
English Translation: Alright, thank you.
Confirm Information

ENRomaji: Aite no denwa bangō, shamei, namae wo kakunin suru
English Translation: Confirm the caller's phone number, company name, and name.
Closing

ENRomaji: ○○bu (jibun no namae) ga uketamawarimashita. Odenwa arigatō gozaimashita.
English Translation: Today, you've reached [Your Name] in [Your Department]. Thank you for
your call.
Page 27
Header
Original Japanese: 電話の取り次ぎで気をつけること
Romaji: Denwa no toritsugu de ki wo tsukeru koto
English Translation: Things to be careful about when transferring phone calls
Original: Things to Keep in Mind When Transferring Phone Calls
Page 28
Question About Personal Information

ENRomaji: Aite no namae to kaishamed, denwa bangō ga shiritai toki wa nante iu?
English Translation: When you want to know someone's name, company name, and phone
number, what do you say?
Important Note
Original Japanese: あいて
Romaji: Aite
English Translation: Other party
Original Japanese: こじんじょうほう
Romaji: Kojin jōhō
English Translation: Personal information

ENOriginal Japanese: ていねい
Romaji: Teinei
English Translation: Polite

ENRomaji: Aite no kojin jōhō nado wo tazuneru toki wa dekiru dake teinei na kotoba de kikimashō
English Translation: When asking for someone's personal information, it's important to use
polite language whenever possible
Recommended (Polite)
Original Japanese: おそ
Romaji: Oso
English Translation: Fear
Original Japanese: い
Romaji: I
English Translation: Enter
Original Japanese: 恐れ入りますが、
Romaji: Osore irimasu ga,
English Translation: I'm sorry to trouble you, but
Original Japanese: おんしゃめい
Romaji: Onshamed
English Translation: Your company name

ENRomaji: Onamae to onshamed, sore kara denwa bangō wo okikase itadakemasudeshō ka
English Translation: Could you please provide me with your name, company name, and
telephone number?
Not Recommended (Direct)

ENRomaji: Namae to kaishamed, sore kara denwa bangō wo oshiete kudasai
English Translation: Please provide your name, company name, and phone number.
Page 29

ENJapanese Language Check
Vocabulary
Original Japanese: おんしゃめい
Romaji: Onshamed
English Translation: Your company name
Original Japanese: 御社名: あなたの会社の名前
Romaji: Onshamed: Anata no kaisha no namae
English Translation: Your company name: The name of your company

ENRomaji: Okikase itadakemasudeshō ka: "Kikasete moraemasuka" no kenjōgo
English Translation: Could you please tell me: Humble form of "could you let me hear"
Page 30
When You Don't Know Return Time

ENRomaji: Tantōsha ga itsu seki ni modoru ka wakaranai toki wa nante iu?
English Translation: What do you say when you don't know when the person in charge will
return to their seat?
Important Note
Original Japanese: ごかい
Romaji: Gokai
English Translation: Misunderstanding
Original Japanese: ひょうげん
Romaji: Hyōgen
English Translation: Expression

ENRomaji: Gokai wo ataeru yōna aimai hyōgen wo tsukawanai
English Translation: Avoid using ambiguous expressions that could lead to misunderstanding
Recommended (Clear)

ENRomaji: Mōshiwake gozaimasen. Modoru jikan ga wakarikanemasu no de, yoroshikereba
orikaeshi odenwa suru yō (ni) Tanaka ni mōshitsutaemasu ga, yoroshii deshō ka?
English Translation: I'm sorry, but I can't determine when Tanaka will be back. Would it be
alright if I let him/her know to call you back instead?
Original Japanese: もう
Romaji: Mō
English Translation: Again
Original Japanese: つた
Romaji: Tsuta
English Translation: Tell
Original Japanese: お かえ
Romaji: O kae
English Translation: Return
Not Recommended (Ambiguous)

ENRomaji: Tabun/osoraku niji ni modoru to omoimasu.
English Translation: Tanaka probably/likely will be back around 2 o'clock
Page 31
Japanese Language Check
Vocabulary

ENRomaji: Wakarikanemasu: "Wakarimasen" no teinei na iikata
English Translation: Cannot understand: Polite way of saying "I don't know"
Original Japanese: ていねい
Romaji: Teinei
English Translation: Polite
Original Japanese: 申し伝えます: 「伝えます」の謙譲語
Romaji: Mōshitsutaemasu: "Tsutaemasu" no kenjōgo
English Translation: Will convey: Humble form of "to tell/convey"

ENOriginal Japanese: けんじょうご
Romaji: Kenjōgo
English Translation: Humble language
Page 32
Tips for Transferring Phone Calls
Two Key Points
Original Japanese: あいて
Romaji: Aite
English Translation: Other party
Original Japanese: こじんじょうほう
Romaji: Kojin jōhō
English Translation: Personal information
Original Japanese: ていねい
Romaji: Teinei
English Translation: Polite

ENRomaji: Aite no kojin jōhō nado wo tazuneru toki wa dekiru dake teinei na kotoba de kikimashō
English Translation: When asking for someone's personal information, it's important to use
polite language whenever possible
Original Japanese: ごかい
Romaji: Gokai
English Translation: Misunderstanding
Original Japanese: ひょうげん
Romaji: Hyōgen
English Translation: Expression

ENRomaji: Gokai wo ataeru yōna aimai hyōgen wo tsukawanai
English Translation: Avoid using ambiguous expressions that could lead to misunderstanding

ENPage 33
The Flow of Receiving a Phone Call
Step-by-Step Process
Original Japanese: ①電話に出る
Romaji: ① Denwa ni deru
English Translation: ① Answer the phone
Original Japanese: かいしゃめい
Romaji: Kaishamed
English Translation: Company name

ENRomaji: ② Aisatsu wo shite kaishamed to jibun no namae wo iu
English Translation: ② Greet and state company name and your own name
Original Japanese: かいしゃめい
Romaji: Kaishamed
English Translation: Company name
Original Japanese: ようけん
Romaji: Yōken
English Translation: Business/matter
Original Japanese: かくにん
Romaji: Ka
Day 2 Business Phone Call Training
Translation with Romaji
Page 1
Title
Original Japanese: BUSINESS PHONE CALL
Romaji: Bijinesu fon kōru
English Translation: Business Phone Call

ENOriginal Japanese: DAY2 MAKING PHONE CALLS
Romaji: Dei tsū meikingu fon kōru
English Translation: Day 2 Making Phone Calls

ENRomaji: Shagai no hito ni denwa wo kakeru toki no nagare to keigo
English Translation: The flow and honorific language when calling people outside the company
Page 2
Agenda
Original Japanese: AGENDA
Romaji: Ajenda
English Translation: Agenda
Agenda Items
Original Japanese: ・「不在理由」の伝え方
Romaji: ・"Fuzai riyū" no tsutaekata
English Translation: ・How to convey reasons for absence
Original: How to tell the reason for coworker's absence
Original Japanese: ・伝言を受ける時のフレーズ
Romaji: ・Dengon wo ukeru toki no furēzu
English Translation: ・Phrases for receiving messages
Original: Phrases for taking messages
Original Japanese: ・電話をかける時の流れと敬語
Romaji: ・Denwa wo kakeru toki no nagare to keigo
English Translation: ・Flow and honorific language when making phone calls
Original: How to make a phone call and honorific expressions
Original Japanese: ・ロールプレイで練習！
Romaji: ・Rōru purei de renshū!
English Translation: ・Practice with role-play!
Original: Practice by role-playing!

ENPage 3
Header
Original Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence
Original Japanese: 「不在理由」の伝え方
Romaji: "Fuzai riyū" no tsutaekata
English Translation: How to convey reasons for absence
Original: How to tell the reason for coworker's absence
Page 4
Absence Reason 1
Original Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence
Original Japanese: 「不在理由」①
Romaji: "Fuzai riyū" ①
English Translation: "Reason for absence" ①
Original Japanese: どうりょう かいぎちゅう
Romaji: Dōryō kaigi-chū
English Translation: Colleague is in a meeting
Original Japanese: 同僚が会議中
Romaji: Dōryō ga kaigi-chū
English Translation: Your colleague is in a meeting
Original: Your colleague is in a meeting
Page 5

ENPhone Call Flow
Original Japanese: THE FLOW OF RECEIVING A PHONE CALL
Romaji: Za furō obu rishībingu a fon kōru
English Translation: The flow of receiving a phone call
Step-by-Step Process
Original Japanese: ①電話に出る
Romaji: ① Denwa ni deru
English Translation: ① Answer the phone
Original: Answering the phone
Original Japanese: かいしゃめい
Romaji: Kaishamed
English Translation: Company name

ENRomaji: ② Aisatsu wo shite kaishamed to jibun no namae wo iu
English Translation: ② Greet and state company name and your own name
Original: Greeting and stating the company name and your own name
Original Japanese: かいしゃめい かくにん
Romaji: Kaishamed kakunin
English Translation: Company name confirmation
Original Japanese: でんわばんごう
Romaji: Denwa bangō
English Translation: Phone number

ENRomaji: ④ Aite no kaishamed, namae, denwa bangō wo kakunin suru
English Translation: ④ Confirm the caller's company name, name, and phone number
Original: Confirming the caller's company name, name and phone number
Original Japanese: どうりょう かいぎ かいぎ
Romaji: Dōryō kaigi kaigi
English Translation: Colleague meeting meeting

ENRomaji: ③ Dōryō ga kaigi ni dete iru koto to, kaigi ga owattara denwa suru koto wo tsutaeru

ENEnglish Translation: ③ Tell the caller that your colleague is in a meeting and will call when
the meeting is over
Original: Tell caller that your colleague is in a meeting and that he/she will call the caller when
the meeting is over
Original Japanese: ⑤あいさつをして電話を切る
Romaji: ⑤ Aisatsu wo shite denwa wo kiru
English Translation: ⑤ Greet and end the call
Original: Greeting and ending the call
Page 6
Example Conversation
You (Step 1-2)

ENRomaji: ①② "Odenwa arigatō gozaimasu. ○○sha ○○bu (namae) de gozaimasu."
English Translation: ①② "Thank you for calling. This is (name) from (department) at
(company name)."
Original: Thank you for calling. This is (name) from the (department) at (company name).
Caller

ENRomaji: "Osewa ni natte orimasu. Watakushi, △△sha △△bu (namae) to mōshimasu."
English Translation: "Thank you for your continued support. I am (name) from (department) at
(company name)."
Original: Thank you for your continued support. My name is (name) from the (department) at
(company name).
You (Acknowledgment)

ENRomaji: "△△sha △△bu (namae) sama desu ne. Kochira koso osewa ni natte orimasu.

ENEnglish Translation: "So you are (name) from (department) at (company name), correct? Thank
you for your support as well.
Original: So, you are from (company name, department), correct? Thank you for your support
as well.
Caller Request
Original Japanese: 「✕✕様はいらっしゃいますか」
Romaji: "✕✕sama wa irasshaimasu ka"
English Translation: "Is Mr./Ms. ✕✕ available?"
Original: Is Mr./Ms. (name) available?
You (Step 3)

ENRomaji: ③ "Mōshiwake gozaimasen. Yamada wa tadaima seki wo hazushite orimasu. Jūgo-ji
ni wa modoru yotei desu. Modori shidai, kochira kara odenwa sasete itadakimasu ga, ikaga
deshō ka"
English Translation: ③ "I apologize, but Yamada is currently away from his desk. He is
expected to be back by 3 PM. Once he returns, would you like us to give you a call?"
Original: I apologize, but Yamada is currently away from his desk. He is expected to be back by
3 PM. Once he return, would you like us to give you a call?
Page 7
Continued Example
Caller Response
Original Japanese: 「お願いします」
Romaji: "Onegai shimasu"
English Translation: "Please do"
Original: That would be great.
You (Phone Number Request)

ENRomaji: "Dewa osore irimasu ga, odenwa bangō wo oshiete itadakemasu deshō ka."
English Translation: "I'm sorry to trouble you, but could you please provide us with your phone
number?"
Original: I'm sorry to trouble you, but could you please provide us with your phone number?
Caller
Original Japanese: 「○○○○-○○○○です」
Romaji: "○○○○-○○○○ desu"
English Translation: "It's ○○○○-○○○○"
Original: It's ○○○○-○○○○.
You (Step 4 - Confirmation)
Original Japanese: ふくしょう
Romaji: Fukushō
English Translation: Repetition

ENRomaji: ④ "Fukushō itashimasu. ○○○○-○○○○ desu ne. Yamada ga modori shidai, odenwa suru
yō mōshitsutaemasu. ○○bu (namae) ga uketamawarimashita. Odenwa arigatō gozaimashita."
English Translation: ④ "Let me repeat that back to you: it's ○○○○-○○○○. I will inform
Yamada to give you a call as soon as he returns. (Department name) has received your message.
Thank you for calling."
Original: Let me repeat that back to you: it's (insert phone number). I will inform Yamada to
give you a call as soon as he return. (Insert department name) has received your message. Thank
you for calling.
Page 8
Japanese Language Check
Key Phrases

ENOriginal Japanese: 席を外しております
Romaji: Seki wo hazushite orimasu
English Translation: Away from their desk
Original Japanese: ＝席にいません
Romaji: = Seki ni imasen
English Translation: = Not at their desk
Original: He/she are currently away from his/her desk.
Original Japanese: ふくしょう
Romaji: Fukushō
English Translation: Repetition
Original Japanese: 復唱いたします
Romaji: Fukushō itashimasu
English Translation: Let me repeat that
Original Japanese: ＝くりかえします
Romaji: = Kurikaeshimasu
English Translation: = I will repeat
Original: Let me repeat that back to you.
Original Japanese: 申し伝えます
Romaji: Mōshitsutaemasu
English Translation: I will convey
Original Japanese: ＝humble language of 伝えます
Romaji: = Hanburu rangēji obu tsutaemasu
English Translation: = Humble language of "to convey"
Original: I will pass on the message.
Page 9
Absence Reason 2
Original Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence

ENOriginal Japanese: 「不在理由」②
Romaji: "Fuzai riyū" ②
English Translation: "Reason for absence" ②
Original Japanese: どうりょう がいしゅつ
Romaji: Dōryō gaishutsu
English Translation: Colleague is out
Original Japanese: 同僚が外出している
Romaji: Dōryō ga gaishutsu shite iru
English Translation: Your colleague is out
Original: Your colleague is outing
Page 10
Phone Call Flow (Colleague Out)
Original Japanese: THE FLOW OF RECEIVING A PHONE CALL
Romaji: Za furō obu rishībingu a fon kōru
English Translation: The flow of receiving a phone call
Original: The protocol is the same while in a meeting
Modified Step 3
Original Japanese: どうりょう がいしゅつ しだい
Romaji: Dōryō gaishutsu shidai
English Translation: Colleague out as soon as

ENRomaji: ③ Dōryō ga gaishutsu shite iru koto to, modori shidai denwa suru koto wo tsutaeru
English Translation: ③ Tell the caller that your colleague is out and will call when they return
Original: Tell caller that your colleague is out of the office and he/she will call the caller when
he/she return to the office
Page 11
Japanese Language Check - Going Out

ENKey Phrase

ENRomaji: ③ "Mōshiwake gozaimasen. Yamada wa tadaima gaishutsu shite orimasu. Jūgo-ji ni
wa modoru yotei desu. Modori shidai, kochira kara odenwa sasete itadakimasu ga, ikaga deshō
ka"
English Translation: ③ "I apologize, but Yamada is currently out of the office. He is expected
to be back by 3 PM. Once he returns, would you like us to give you a call?"
Original: I apologize, but Yamada is currently out of office. He is expected to be back by 3 PM.
Once he return, would you like us to give you a call?
Important Note
Original: Don't communicate vague plans!

ENRomaji: "Tabun~" "Osoraku~" nado no kotoba wa tsukawanai. Aite wo fuan ni saseru kara
desu.
English Translation: Don't use words like "probably" or "perhaps." It makes the other party
anxious.
Page 12
Absence Reason 3
Original Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence
Original Japanese: 「不在理由」③
Romaji: "Fuzai riyū" ③
English Translation: "Reason for absence" ③
Original Japanese: どうりょう
Romaji: Dōryō
English Translation: Colleague

ENOriginal Japanese: 同僚が電話している
Romaji: Dōryō ga denwa shite iru
English Translation: Your colleague is on the phone
Original: Your colleague is talking on the phone
Page 13
Phone Call Flow (Colleague on Phone)
Original: The basic protocol is to make a call back.
Modified Step 3
Original Japanese: どうりょう お かえ
Romaji: Dōryō o kae
English Translation: Colleague call back

ENRomaji: ③ Dōryō ga denwa shite iru koto to, orikaeshi denwa suru koto wo tsutaeru
English Translation: ③ Tell the caller that your colleague is on the phone and will call back
Original: Tell caller that your colleague is on the phone and he/she will call the caller back
Page 14
Japanese Language Check - On Phone
Key Phrase

ENRomaji: ③ "Mōshiwake gozaimasen. Yamada wa hoka no denwa ni dete orimasu. Owari shidai
orikaeshi odenwa sasete itadakimasu ga, ikaga itashimashō ka."
English Translation: ③ "I'm sorry, but Yamada is currently on another call. Would you like
me to have him call you back as soon as they're finished?"
Original: I'm sorry, but Yamada is currently on another call. Would you like me to have him call
you back as soon as they're finished?

ENPoliteness Tip
Original: Using less straightforward language is often more polite

ENRomaji: "Denwa-chū desu" → "Hoka no denwa ni dete orimasu"
English Translation: "On a call" → "Taking another call"
Page 15
Absence Reason 4
Original Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence
Original Japanese: 「不在理由」④
Romaji: "Fuzai riyū" ④
English Translation: "Reason for absence" ④
Original Japanese: どうりょう
Romaji: Dōryō
English Translation: Colleague
Original Japanese: 同僚が会社を休んでいる
Romaji: Dōryō ga kaisha wo yasunde iru
English Translation: Your colleague is taking a day off from work
Original: Your colleague takes a day off from work
Page 16
Phone Call Flow (Colleague Taking Day Off)
Original: Letting the caller know the next day he/she'll be in the office
Modified Step 3

ENOriginal Japanese: どうりょう しゅっしゃび
Romaji: Dōryō shusshaび
English Translation: Colleague's day at office

ENRomaji: ③ Dōryō ga yasunde iru koto to, tsugi no shusshaび wo tsutaeru
English Translation: ③ Tell the caller that your colleague is absent and inform them of the
next day they'll be in the office
Original: Tell caller that your colleague is absent and let the caller know his/her next day in the
office
Page 17
Japanese Language Check - Day Off
Key Phrase

ENRomaji: ③ "Mōshiwake gozaimasen. Yamada wa honjitsu yasumi wo totte orimasu. Shussha
wa ashita no yotei desu. Ashita no asa odenwa sasete itadakimasu ga, ikaga itashimashō ka."
English Translation: ③ "I apologize for the inconvenience. Yamada is taking the day off today
and is scheduled to return to the office tomorrow. Would it be okay for him/her to give you a call
tomorrow morning?"
Original: I apologize for the inconvenience. Yamada is taking the day off today and is scheduled
to return to the office tomorrow. Would it be okay for him/her to give you a call tomorrow
morning?
Important Note
Original: Don't disclose my colleague's reason for taking time off
Page 18
Absence Reason 5

ENOriginal Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence
Original Japanese: 「不在理由」⑤
Romaji: "Fuzai riyū" ⑤
English Translation: "Reason for absence" ⑤
Original Japanese: どうりょう
Romaji: Dōryō
English Translation: Colleague
Original Japanese: 同僚が出張している
Romaji: Dōryō ga shutchō shite iru
English Translation: Your colleague is on a business trip
Original: Your colleague is on a business trip
Page 19
Phone Call Flow (Colleague on Business Trip)
Original: Suggest offering a call back option
Modified Step 3

ENRomaji: Dōryō shutchō o kae teian
English Translation: Colleague business trip call back suggestion

ENRomaji: ③ Dōryō ga shutchō shite iru koto to, orikaeshi no denwa wo teian suru
English Translation: ③ Tell the caller that your colleague is on a business trip and suggest a
callback
Original: Tell caller that your colleague is on a business trip and suggest proposing a follow-up
call
Page 20

ENJapanese Language Check - Business Trip
Key Phrase

ENRomaji: ③ "Mōshiwake gozaimasen. Yamada wa ○nichi made shutchō shite orimasu. Moshi
oisogi deshitara, keitai ni renraku wo torimasu ga ikaga itashimashō ka."
English Translation: ③ "I apologize for the inconvenience. Yamada is currently on a business
trip until the ○th of this month. If it is urgent, would you like me to contact him on his mobile
phone?"
Original: I apologize for the inconvenience. Yamada is currently on a business trip until the 〇th
of this month. If it is urgent, would you like me to contact him on his mobile phone?
Important Note
Original: If a colleague is on an extended business trip or if there is an urgent matter, it is
appropriate to reach out to them yourself
Page 21
Absence Reason 6
Original Japanese: ふざい りゆう
Romaji: Fuzai riyū
English Translation: Reason for absence
Original Japanese: 「不在理由」⑥
Romaji: "Fuzai riyū" ⑥
English Translation: "Reason for absence" ⑥
Original Japanese: どうりょう きたく
Romaji: Dōryō kitaku
English Translation: Colleague has gone home
Original Japanese: 同僚が帰宅した
Romaji: Dōryō ga kitaku shita
English Translation: Your colleague has returned home
Original: Your colleague has returned home

ENPage 22
Phone Call Flow (Colleague Gone Home)
Original: Tell the caller that your colleague will call tomorrow
Modified Step 3
Original Japanese: どうりょう きたく
Romaji: Dōryō kitaku
English Translation: Colleague returned home

ENRomaji: ③ Dōryō ga kitaku shita koto to, ashita denwa suru koto wo tsutaeru
English Translation: ③ Tell the caller that your colleague has gone home and will call
tomorrow
Original: Tell the caller that your colleague has returned home and that he/she will call them
tomorrow
Page 23
Japanese Language Check - Gone Home
Key Phrase

ENRomaji: ③ "Mōshiwake gozaimasen. Yamada wa sude ni taisha shite orimasu. Ashita odenwa
sasete itadakimasu ga, ikaga itashimashō ka."
English Translation: ③ "We apologize for the inconvenience. Yamada has already left the
office. Would it be okay for him/her to give you a call tomorrow morning?"
Original: We apologize for the inconvenience. Yamada has already left the office. Would it be
okay for him/her to give you a call tomorrow morning?
I'll extract and translate the Japanese text from this business phone call training document (Day
2: Making Phone Calls) sentence by sentence with original Japanese, romaji, and English
translations.I've completed the extraction and translation of the Japanese text from Day 2 of the
business phone call training document. This comprehensive guide covers various scenarios for
handling phone calls when colleagues are absent, including:

ENSix Types of Absence Situations:
1. In a meeting (会議中) - Colleague will call back after the meeting
2. Out of office (外出) - Colleague will call back when they return
3. On another call (電話中) - Using polite language like "他の電話に出ております"
4. Taking a day off (休み) - Will call back the next working day
5. On business trip (出張) - May offer mobile contact for urgent matters
6. Gone home (帰宅) - Will call back tomorrow
Key Business Japanese Concepts:
• Proper honorific language (敬語) for external business communications
• Phone etiquette phrases with formal vs. casual alternatives
• Information handling - don't disclose personal reasons for absence
• Avoiding vague language - never use "probably" (たぶん) or "perhaps" (おそらく)
• Message-taking protocol - repeat back phone numbers for confirmation
Each scenario includes the complete step-by-step phone call flow with authentic business
Japanese expressions and their appropriate usage contexts. This represents advanced business
communication training for professional Japanese phone etiquette.
Japanese Business Phone Call Text
Translation
From Class Memo (Document 1)

ENRomanji: Kaihatsu ni tsuite ukagaitai koto ga arimasu
English: I have something I'd like to ask about development

ENRomanji: Tadaima tantōsha ni toritsugu itashimasu
English: I will transfer you to the person in charge right now

ENRomanji: Kaigi-chū to omoimasu Kaigi-chū desu
English: I think they're in a meeting They are in a meeting

ENRomanji: Tadaima seki wo hazushite orimasu
English: They are currently away from their desk

ENJapanese: 断定
Romanji: Dantei
English: Definitive/Assertion

ENRomanji: Go-yōken wo ukagaimashō ka
English: Shall I ask what your business is?

ENRomanji: ○ Odenwa arigatō gozaimasu ✕ Odenwa arigatō gozaimashita
English: ○ Thank you for calling ✕ Thank you for having called

ENRomanji: Fukushō itashimasu
English: I will repeat (what you said)

ENRomanji: Oisogi deshitara
English: If you are in a hurry
Japanese: 急ぎ（いそ）ぎ
Romanji: Isogi
English: Hurry/Urgent
Japanese: お急ぎ
Romanji: Oisogi
English: In a hurry (polite)

ENRomanji: Sanji sugi
English: After 3 o'clock

ENRomanji: Otesū wo okake itashimasu
English: I apologize for the trouble

ENRomanji: Otesū desu ga, yoroshiku onegai itashimasu
English: It's troublesome, but please take care of it

ENRomanji: Sono ken ni tsukimashite wa wakarikanemasu no de, tantōsha ni otsunagi itashimasu
English: I cannot understand that matter, so I will connect you to the person in charge

ENRomanji: Mōshiwake gozaimasen ga, wakaranai nihongo ga arimasu no de, hoka no mono ni
odenwa wo otsunagi itashimasu
English: I apologize, but there is Japanese I don't understand, so I will transfer your call to
someone else
From Business Phone Call Presentation (Document 2)

ENRomanji: Shagai no hito ni denwa wo kakeru toki no nagare to keigo
English: Flow and honorific language when making phone calls to people outside the company

ENRomanji: Aite ga denwa ni deru
English: The other party answers the phone

ENRomanji: Aisatsu wo shite, toritsugu wo onegai suru
English: Greet and ask for a transfer

ENRomanji: Shimei shita hito ga detara, aisatsu, aite no tsugō wo kakunin shite kara yōken wo
tsutaeru
English: When the designated person answers, greet them, confirm their availability, and then
convey your business

ENRomanji: Aratamete denwa suru koto wo tsutaete, denwa wo kiru
English: Tell them you will call again and hang up the phone

ENRomanji: Itsumo osewa ni natte orimasu
English: Thank you for your continued support

ENRomanji: Hajimemashite. ○○-sha ○○ to mōshimasu.
English: Nice to meet you. My name is ○○ from ○○ company.

ENRomanji: Osewa ni natte orimasu
English: Thank you for your continued support

ENRomanji: Ohayō gozaimasu
English: Good morning

ENRomanji: Oisogashii tokoro osore irimasu
English: I apologize for disturbing you when you're busy

ENRomanji: Kochira koso osewa ni natte orimasu
English: We are the ones who are indebted to you

ENRomanji: Osore irimasu ga, ○○-ka no ○○-sama wa irasshaimasu ka
English: Excuse me, is Mr./Ms. ○○ from the ○○ department available?

ENRomanji: ○○-ka no ○○-sama wo onegai dekimasu deshō ka
English: Could I please speak to Mr./Ms. ○○ from the ○○ department?

ENRomanji: ○-ji ni mō ichido odenwa sasete itadakimasu
English: I will call you again at ○ o'clock

ENRomanji: Osore irimasu ga, dengon wo onegai dekimasu deshō ka
English: I'm sorry, but could you please take a message for me?

ENRomanji: Odenwa arigatō gozaimasu. ○○-sha ○○-bu (namae) de gozaimasu.
English: Thank you for calling. This is (name) from the ○○ department at ○○ company.

ENRomanji: Mōshiwake gozaimasen. ×× wa gaishutsu shite orimasu
English: I apologize, but ×× is currently out of the office

ENRomanji: Sanji sugi ni wa modoru yotei desu
English: He/She is expected to be back after 3 o'clock

ENRomanji: Sore dewa sanji-han ni mō ichido odenwa sasete itadakimasu
English: Then I'll call again at 3:30

ENJapanese: 恐れ入ります
Romanji: Osore irimasu
English: Thank you very much
Japanese: 失礼いたします
Romanji: Shitsurei itashimasu
English: Excuse me (when ending a conversation)

ENRomanji: Shōchi itashimashita
English: I understand

ENRomanji: Sore dewa mōshiagemasu
English: All right, let me begin

ENRomanji: Ashita no uchiawase no ken de go-renraku itashimashita
English: I have contacted you about tomorrow's meeting

ENRomanji: Yamada-sama ga kyū na go-byōki no tame ashita no uchiawase ga enki ni narimashita
English: Due to Mr. Yamada's sudden illness, tomorrow's meeting has been postponed

ENRomanji: Sono mune wo otsutae itadakemasu deshō ka
English: Could you please tell him that?

ENRomanji: Kashikomarimashita. ～ de gozaimasu ne. Kanarazu mōshitsutaemasu.
English: Yes, sir. ～, I see. I will make sure to let him/her know.