Quick View 📋

What you’ll master:

• Essential phone conversation phrases for formal and casual situations
• Proper Japanese phone etiquette and cultural expectations
• How to handle common phone scenarios (business calls, appointments, emergencies)
• Polite expressions that make you sound naturally fluent
• Real conversation examples with native-level responses

Perfect for: Japanese learners in Vancouver, Canada, US, and worldwide who need to handle phone calls confidently in professional and personal settings.

Key benefit: Transform from phone-anxious to phone-confident with proven phrases and etiquette rules.

Why Japanese Phone Conversations Feel So Challenging (And How to Overcome It)

Speaking of real-life Japanese, have you seen our popular article, “Essential Japanese Phrases for Convenience Stores: Your Complete Konbini Survival Guide (2025)”? It’s packed with practical phrases that let you try out Japanese in everyday situations—while using polite Japanese that sounds natural and confident.

Yes, it is actually important to learn language in the situation.

So, here. Picture this: You’ve been studying Japanese for months, you can read menus and have basic conversations face-to-face, but then your phone rings and you hear Japanese on the other end. Suddenly, you freeze.

You’re not alone. Even advanced Japanese learners in our Vancouver classes and online programs often say phone conversations are their biggest challenge. Here’s why phones make Japanese so much harder:

The “Invisible Barrier” Problem

• No visual cues: You can’t read facial expressions, gestures, or body language
• Audio quality: Phone connections can make subtle pronunciation differences harder to catch
• Speed pressure: Phone conversations move faster than face-to-face chats
• Formality stress: Choosing the wrong politeness level feels more obvious on the phone

The Cultural Complexity Layer

Japanese phone etiquette isn’t just about language—it’s deeply cultural. What sounds polite in English might come across as rude in Japanese, and vice versa.

But here’s the good news: Japanese phone conversations follow very predictable patterns. Once you learn the key phrases and cultural rules, you’ll handle calls with confidence and sound naturally fluent.

The Psychology of Phone Anxiety in Japanese

Research shows that phone anxiety in second languages is incredibly common. Your brain works harder to process audio-only information, especially in a language with different phonetic patterns than your native tongue.

Why Phone Calls Feel Different:

1. Cognitive load: Your brain processes 40% more information during phone conversations
2. Tone interpretation: Japanese pitch accent becomes more critical when you can’t see speakers
3. Turn-taking stress: Knowing when to speak is harder without visual cues
4. Politeness pressure: The stakes feel higher in formal phone situations

The Solution: Structured Learning

Instead of avoiding phone conversations, systematic practice with the right phrases and etiquette builds confidence quickly. Our Vancouver students often report breakthrough moments within just a few weeks of focused phone practice.

Essential Japanese Phone Phrases: Your Complete Toolkit

📞 Answering the Phone: Making a Great First Impression

Business/Formal Situations:

Ultimate professional greeting: はい、〇〇会社でございます。 Hai, ___ kaisha de gozaimasu. “Hello, this is ___ company.”

When representing yourself professionally: お電話ありがとうございます。〇〇でございます。 Odenwa arigatou gozaimasu. ___ de gozaimasu. “Thank you for calling. This is ___.”

For small businesses or personal professional calls: はい、〇〇です。いつもお世話になっております。 Hai, ___ desu. Itsumo osewa ni natte orimasu. “Hello, this is ___. Thank you for your continued support.”

Personal/Casual Calls:

The classic friendly greeting: もしもし、〇〇です。 Moshi moshi, ___ desu. “Hello, this is ___.”

When you recognize the caller: もしもし、お疲れさま！ Moshi moshi, otsukaresama! “Hello, thanks for your hard work!” (casual but polite)

For family or close friends: はい、〇〇だよ。 Hai, ___ da yo. “Yeah, it’s ___.”

🤝 Introducing Yourself: Setting the Right Tone

First-time business contacts: はじめまして、〇〇と申します。 Hajimemashite, ___ to moushimasu. “Nice to meet you, my name is ___.”

Stating your purpose clearly: 〇〇の件でお電話いたしました。 ___ no ken de o-denwa itashimashita. “I’m calling regarding ___.”

When following up: 先日はお忙しい中、お時間をいただき、ありがとうございました。 Senjitsu wa o-isogashii naka, ojikan wo itadaki, arigatou gozaimashita. “Thank you for taking time out of your busy schedule the other day.”

🔍 Asking for Someone: Navigating Transfers Smoothly

Polite and professional: 〇〇さんはいらっしゃいますか？ ___ san wa irasshaimasu ka? “May I speak with ___?”

Alternative polite version: 〇〇さんをお願いできますでしょうか？ ___ san wo onegai dekimasu deshou ka? “Could I possibly speak with ___, please?”

When they’re not available: 申し訳ございません、〇〇はただいま席を外しております。 Moushiwake gozaimasen, ___ wa tadaima seki wo hazushite orimasu. “I’m very sorry, ___ is away from their desk right now.”

Offering alternatives: 戻り次第、お電話するよう申し伝えます。 Modori shidai, o-denwa suru you moushitsutaemasu. “I’ll tell them to call you as soon as they return.”

💬 Taking and Leaving Messages: Professional Communication

Offering to take a message: 伝言を承りましょうか？ Dengon wo uketamawarimashiou ka? “Shall I take a message?”

Requesting to leave a message: 恐れ入りますが、伝言をお願いできますでしょうか？ Osore irimasu ga, dengon wo onegai dekimasu deshou ka? “I’m sorry to trouble you, but could I leave a message?”

Asking for a callback: お時間のある時に、折り返しお電話いただけますでしょうか？ Ojikan no aru toki ni, orikaeshi o-denwa itadakemasu deshou ka? “When you have time, could you please call me back?”

Providing your contact information: 私の電話番号は〇〇です。ゆっくりお伝えいたします。 Watashi no denwa bangou wa ___ desu. Yukkuri otsutae itashimasu. “My phone number is ___. I’ll give it to you slowly.”

🎯 Ending Calls Gracefully: Leave a Lasting Good Impression

Formal business endings: お忙しいところ、貴重なお時間をいただき、ありがとうございました。 O-isogashii tokoro, kichou na ojikan wo itadaki, arigatou gozaimashita. “Thank you for your valuable time despite being busy.”

Standard polite closing: それでは、失礼いたします。 Sore de wa, shitsurei itashimasu. “Well then, I’ll excuse myself.”

Casual but polite: じゃあ、また連絡しますね。 Jaa, mata renraku shimasu ne. “Okay, I’ll contact you again.”

With close friends: じゃあね〜、また今度！ Jaa ne, mata kondo! “See you later!”

Advanced Japanese Phone Etiquette: Cultural Nuances That Matter

The Keigo (Polite Language) Hierarchy

Understanding when to use different levels of politeness can make or break your phone conversations:

Level 1: Casual (友達言葉 – Tomodachi Kotoba)

• Use with: Close friends, family, people significantly younger
• Example: “元気？” (Genki? – How are you?)

Level 2: Polite (丁寧語 – Teineigo)

• Use with: Colleagues, acquaintances, service staff
• Example: “お元気ですか？” (Ogenki desu ka? – How are you?)

Level 3: Respectful (尊敬語 – Sonkeigo)

• Use with: Customers, superiors, elderly people
• Example: “いかがお過ごしでしょうか？” (Ikaga osugoshi deshou ka? – How are you doing?)

Level 4: Humble (謙譲語 – Kenjougo)

• Use about: Yourself and your company when talking to outsiders
• Example: “申しております” (moushite orimasu – I am saying)

Critical Etiquette Rules That Japanese Speakers Notice

1. The “Moshi Moshi” Rule

• ✅ Use with friends, family, casual acquaintances
• ❌ Never use in formal business situations
• ✅ Use “はい” (hai) for business calls instead

2. The Waiting Game When someone says “少々お待ちください” (shoushou omachi kudasai – please wait a moment):

• Don’t fill the silence with “um” or “uh”
• A simple “はい” (hai) shows you’re still there
• Be patient – Japanese phone etiquette values thoughtful responses

3. The Name Repetition Protocol Always confirm names and important information: お名前を確認させていただきます。〇〇様でよろしいでしょうか？ Onamae wo kakunin sasete itadakimasu. ___ sama de yoroshii deshou ka? “Let me confirm your name. Is it ___?”

4. The Apology Reflex Japanese speakers apologize more frequently on the phone:

• “申し訳ございません” (moushiwake gozaimasen) – formal apology
• “すみません” (sumimasen) – casual apology
• Use even for minor inconveniences like asking someone to repeat something

Real-World Phone Scenarios: Complete Conversation Examples

Scenario 1: Making a Doctor’s Appointment

You: はい、もしもし。予約をお願いしたいのですが。 Hai, moshi moshi. Yoyaku wo onegaishitain desu ga. “Hello, I’d like to make an appointment.”

Receptionist: ありがとうございます。初診でしょうか？ Arigatou gozaimasu. Shoshin deshou ka? “Thank you. Is this your first visit?”

You: はい、初診です。来週の金曜日の午後はいかがでしょうか？ Hai, shoshin desu. Raishuu no kinyoubi no gogo wa ikaga deshou ka? “Yes, first visit. How about next Friday afternoon?”

Receptionist: 申し訳ございません。金曜日の午後は満席でして。月曜日の午前中はいかがでしょうか？ Moushiwake gozaimasen. Kinyoubi no gogo wa manseki deshite. Getsuyoubi no gozen-chuu wa ikaga deshou ka? “I’m sorry, Friday afternoon is fully booked. How about Monday morning?”

Scenario 2: Calling a Restaurant for Reservations

You: こんばんは。今晩の予約は可能でしょうか？ Konbanwa. Konban no yoyaku wa kanou deshou ka? “Good evening. Is a reservation possible for tonight?”

Restaurant: 申し訳ございません。本日は満席でございます。明日はいかがでしょうか？ Moushiwake gozaimasen. Honjitsu wa manseki de gozaimasu. Ashita wa ikaga deshou ka? “I’m sorry, we’re fully booked today. How about tomorrow?”

You: 明日の7時頃、4名でお願いできますでしょうか？ Ashita no shichi-ji goro, yon-mei de onegai dekimasu deshou ka? “Could we make it for around 7 o’clock tomorrow for 4 people?”

Scenario 3: Handling a Wrong Number Politely

You: はい、もしもし。 Hai, moshi moshi. “Hello.”

Caller: 田中さんのお宅でしょうか？ Tanaka-san no otaku deshou ka? “Is this the Tanaka residence?”

You: 申し訳ございません。番号をお間違えになっていると思います。 Moushiwake gozaimasen. Bangou wo omachigae ni natte iru to omoimasu. “I’m sorry, I think you have the wrong number.”

Caller: 失礼いたしました。 Shitsurei itashimashita. “I apologize for the inconvenience.”

You: いえいえ、お気になさらずに。 Ie ie, oki ni nasarazu ni. “Not at all, please don’t worry about it.”

Emergency Phone Phrases: When Every Second Counts

Calling for Help

火事です！消防署をお願いします！ Kaji desu! Shoubousho wo onegaishimasu! “Fire! Please connect me to the fire department!”

救急車をお願いします！ Kyuukyuusha wo onegaishimasu! “Please send an ambulance!”

警察をお願いします！ Keisatsu wo onegaishimasu! “Please connect me to the police!”

Providing Your Location

住所は〇〇です。 Juusho wa ___ desu. “The address is ___.”

〇〇駅の近くです。 ___ eki no chikaku desu. “It’s near ___ station.”

Describing the Situation

人が倒れています。 Hito ga taorete imasu. “Someone has collapsed.”

交通事故です。 Koutsuujiko desu. “It’s a traffic accident.”

Technology and Phone Etiquette: Modern Considerations

Cell Phone Manners (携帯マナー)

In trains and buses:

• Keep phone on silent (マナーモード – manner mode)
• Don’t answer calls in priority seating areas
• Step off at the next station if you must take a call

In elevators:

• Quick “すみません、電話に出ます” (sumimasen, denwa ni demasu – sorry, I’m taking a call)
• Keep conversations brief and quiet

In restaurants:

• Step outside or to a designated area
• Never talk during meals at the table

Video Calls and Online Meetings

Starting a video call: お疲れさまです。音声は聞こえますでしょうか？ Otsukaresama desu. Onsei wa kikoete masu deshou ka? “Thank you for your hard work. Can you hear me?”

Technical difficulties: 申し訳ございません。接続が不安定なようです。 Moushiwake gozaimasen. Setsuzoku ga fuantei na you desu. “I’m sorry, the connection seems unstable.”

Common Phone Conversation Mistakes (And How to Avoid Them)

Mistake 1: Using “Anata” (You) Too Much

Problem: “Anata” sounds distant and sometimes rude on the phone Solution: Use the person’s name + san, or omit the subject entirely

Wrong: あなたは忙しいですか？ Right: お忙しいでしょうか？ or 田中さんはお忙しいでしょうか？

Mistake 2: Forgetting to Use “Degozaimasu” in Formal Situations

Problem: “Desu” is too casual for business calls Solution: Use “degozaimasu” for maximum politeness

Casual: 田中です。 Formal: 田中でございます。

Mistake 3: Ending Calls Too Abruptly

Problem: Just saying “bye” sounds rude Solution: Always use proper closing phrases

Wrong: バイバイ！ Right: それでは、失礼いたします。

Mistake 4: Not Confirming Understanding

Problem: Pretending to understand when you don’t Solution: Use polite confirmation phrases

Useful phrases:

• 恐れ入りますが、もう一度お願いできますでしょうか？ Osore irimasu ga, mou ichido onegai dekimasu deshou ka? “I’m sorry, but could you repeat that once more?”
• 確認させていただきます。 Kakunin sasete itadakimasu. “Let me confirm that.”

Japanese Phone Call Etiquette: Essential Phrases & Cultural Tips for Confident Conversations

Last updated: July 2025 | Reading time: 10 minutes

Quick View 📋

What you’ll master:

• Essential phone conversation phrases for formal and casual situations
• Proper Japanese phone etiquette and cultural expectations
• How to handle common phone scenarios (business calls, appointments, emergencies)
• Polite expressions that make you sound naturally fluent
• Real conversation examples with native-level responses

Perfect for: Japanese learners in Vancouver, Canada, US, and worldwide who need to handle phone calls confidently in professional and personal settings.

Key benefit: Transform from phone-anxious to phone-confident with proven phrases and etiquette rules.

Why Japanese Phone Conversations Feel So Challenging (And How to Overcome It)

Picture this: You’ve been studying Japanese for months, you can read menus and have basic conversations face-to-face, but then your phone rings and you hear Japanese on the other end. Suddenly, you freeze.

You’re not alone. Even advanced Japanese learners in our Vancouver classes and online programs often say phone conversations are their biggest challenge. Here’s why phones make Japanese so much harder:

The “Invisible Barrier” Problem

• No visual cues: You can’t read facial expressions, gestures, or body language
• Audio quality: Phone connections can make subtle pronunciation differences harder to catch
• Speed pressure: Phone conversations move faster than face-to-face chats
• Formality stress: Choosing the wrong politeness level feels more obvious on the phone

The Cultural Complexity Layer

Japanese phone etiquette isn’t just about language—it’s deeply cultural. What sounds polite in English might come across as rude in Japanese, and vice versa.

But here’s the good news: Japanese phone conversations follow very predictable patterns. Once you learn the key phrases and cultural rules, you’ll handle calls with confidence and sound naturally fluent.

The Psychology of Phone Anxiety in Japanese

Research shows that phone anxiety in second languages is incredibly common. Your brain works harder to process audio-only information, especially in a language with different phonetic patterns than your native tongue.

Why Phone Calls Feel Different:

1. Cognitive load: Your brain processes 40% more information during phone conversations
2. Tone interpretation: Japanese pitch accent becomes more critical when you can’t see speakers
3. Turn-taking stress: Knowing when to speak is harder without visual cues
4. Politeness pressure: The stakes feel higher in formal phone situations

The Solution: Structured Learning

Instead of avoiding phone conversations, systematic practice with the right phrases and etiquette builds confidence quickly. Our Vancouver students often report breakthrough moments within just a few weeks of focused phone practice.

Essential Japanese Phone Phrases: Your Complete Toolkit

📞 Answering the Phone: Making a Great First Impression

Business/Formal Situations:

Ultimate professional greeting: はい、〇〇会社でございます。 Hai, ___ kaisha de gozaimasu. “Hello, this is ___ company.”

When representing yourself professionally: お電話ありがとうございます。〇〇でございます。 Odenwa arigatou gozaimasu. ___ de gozaimasu. “Thank you for calling. This is ___.”

For small businesses or personal professional calls: はい、〇〇です。いつもお世話になっております。 Hai, ___ desu. Itsumo osewa ni natte orimasu. “Hello, this is ___. Thank you for your continued support.”

Personal/Casual Calls:

The classic friendly greeting: もしもし、〇〇です。 Moshi moshi, ___ desu. “Hello, this is ___.”

When you recognize the caller: もしもし、お疲れさま！ Moshi moshi, otsukaresama! “Hello, thanks for your hard work!” (casual but polite)

For family or close friends: はい、〇〇だよ。 Hai, ___ da yo. “Yeah, it’s ___.”

🤝 Introducing Yourself: Setting the Right Tone

First-time business contacts: はじめまして、〇〇と申します。 Hajimemashite, ___ to moushimasu. “Nice to meet you, my name is ___.”

Stating your purpose clearly: 〇〇の件でお電話いたしました。 ___ no ken de o-denwa itashimashita. “I’m calling regarding ___.”

When following up: 先日はお忙しい中、お時間をいただき、ありがとうございました。 Senjitsu wa o-isogashii naka, ojikan wo itadaki, arigatou gozaimashita. “Thank you for taking time out of your busy schedule the other day.”

🔍 Asking for Someone: Navigating Transfers Smoothly

Polite and professional: 〇〇さんはいらっしゃいますか？ ___ san wa irasshaimasu ka? “May I speak with ___?”

Alternative polite version: 〇〇さんをお願いできますでしょうか？ ___ san wo onegai dekimasu deshou ka? “Could I possibly speak with ___, please?”

When they’re not available: 申し訳ございません、〇〇はただいま席を外しております。 Moushiwake gozaimasen, ___ wa tadaima seki wo hazushite orimasu. “I’m very sorry, ___ is away from their desk right now.”

Offering alternatives: 戻り次第、お電話するよう申し伝えます。 Modori shidai, o-denwa suru you moushitsutaemasu. “I’ll tell them to call you as soon as they return.”

💬 Taking and Leaving Messages: Professional Communication

Offering to take a message: 伝言を承りましょうか？ Dengon wo uketamawarimashiou ka? “Shall I take a message?”

Requesting to leave a message: 恐れ入りますが、伝言をお願いできますでしょうか？ Osore irimasu ga, dengon wo onegai dekimasu deshou ka? “I’m sorry to trouble you, but could I leave a message?”

Asking for a callback: お時間のある時に、折り返しお電話いただけますでしょうか？ Ojikan no aru toki ni, orikaeshi o-denwa itadakemasu deshou ka? “When you have time, could you please call me back?”

Providing your contact information: 私の電話番号は〇〇です。ゆっくりお伝えいたします。 Watashi no denwa bangou wa ___ desu. Yukkuri otsutae itashimasu. “My phone number is ___. I’ll give it to you slowly.”

🎯 Ending Calls Gracefully: Leave a Lasting Good Impression

Formal business endings: お忙しいところ、貴重なお時間をいただき、ありがとうございました。 O-isogashii tokoro, kichou na ojikan wo itadaki, arigatou gozaimashita. “Thank you for your valuable time despite being busy.”

Standard polite closing: それでは、失礼いたします。 Sore de wa, shitsurei itashimasu. “Well then, I’ll excuse myself.”

Casual but polite: じゃあ、また連絡しますね。 Jaa, mata renraku shimasu ne. “Okay, I’ll contact you again.”

With close friends: じゃあね〜、また今度！ Jaa ne, mata kondo! “See you later!”

Advanced Japanese Phone Etiquette: Cultural Nuances That Matter

The Keigo (Polite Language) Hierarchy

Understanding when to use different levels of politeness can make or break your phone conversations:

Level 1: Casual (友達言葉 – Tomodachi Kotoba)

• Use with: Close friends, family, people significantly younger
• Example: “元気？” (Genki? – How are you?)

Level 2: Polite (丁寧語 – Teineigo)

• Use with: Colleagues, acquaintances, service staff
• Example: “お元気ですか？” (Ogenki desu ka? – How are you?)

Level 3: Respectful (尊敬語 – Sonkeigo)

• Use with: Customers, superiors, elderly people
• Example: “いかがお過ごしでしょうか？” (Ikaga osugoshi deshou ka? – How are you doing?)

Level 4: Humble (謙譲語 – Kenjougo)

• Use about: Yourself and your company when talking to outsiders
• Example: “申しております” (moushite orimasu – I am saying)

Critical Etiquette Rules That Japanese Speakers Notice

1. The “Moshi Moshi” Rule

• ✅ Use with friends, family, casual acquaintances
• ❌ Never use in formal business situations
• ✅ Use “はい” (hai) for business calls instead

2. The Waiting Game When someone says “少々お待ちください” (shoushou omachi kudasai – please wait a moment):

• Don’t fill the silence with “um” or “uh”
• A simple “はい” (hai) shows you’re still there
• Be patient – Japanese phone etiquette values thoughtful responses

3. The Name Repetition Protocol Always confirm names and important information: お名前を確認させていただきます。〇〇様でよろしいでしょうか？ Onamae wo kakunin sasete itadakimasu. ___ sama de yoroshii deshou ka? “Let me confirm your name. Is it ___?”

4. The Apology Reflex Japanese speakers apologize more frequently on the phone:

• “申し訳ございません” (moushiwake gozaimasen) – formal apology
• “すみません” (sumimasen) – casual apology
• Use even for minor inconveniences like asking someone to repeat something

Real-World Phone Scenarios: Complete Conversation Examples

Scenario 1: Making a Doctor’s Appointment

You: はい、もしもし。予約をお願いしたいのですが。 Hai, moshi moshi. Yoyaku wo onegaishitain desu ga. “Hello, I’d like to make an appointment.”

Receptionist: ありがとうございます。初診でしょうか？ Arigatou gozaimasu. Shoshin deshou ka? “Thank you. Is this your first visit?”

You: はい、初診です。来週の金曜日の午後はいかがでしょうか？ Hai, shoshin desu. Raishuu no kinyoubi no gogo wa ikaga deshou ka? “Yes, first visit. How about next Friday afternoon?”

Receptionist: 申し訳ございません。金曜日の午後は満席でして。月曜日の午前中はいかがでしょうか？ Moushiwake gozaimasen. Kinyoubi no gogo wa manseki deshite. Getsuyoubi no gozen-chuu wa ikaga deshou ka? “I’m sorry, Friday afternoon is fully booked. How about Monday morning?”

Scenario 2: Calling a Restaurant for Reservations

You: こんばんは。今晩の予約は可能でしょうか？ Konbanwa. Konban no yoyaku wa kanou deshou ka? “Good evening. Is a reservation possible for tonight?”

Restaurant: 申し訳ございません。本日は満席でございます。明日はいかがでしょうか？ Moushiwake gozaimasen. Honjitsu wa manseki de gozaimasu. Ashita wa ikaga deshou ka? “I’m sorry, we’re fully booked today. How about tomorrow?”

You: 明日の7時頃、4名でお願いできますでしょうか？ Ashita no shichi-ji goro, yon-mei de onegai dekimasu deshou ka? “Could we make it for around 7 o’clock tomorrow for 4 people?”

Scenario 3: Handling a Wrong Number Politely

You: はい、もしもし。 Hai, moshi moshi. “Hello.”

Caller: 田中さんのお宅でしょうか？ Tanaka-san no otaku deshou ka? “Is this the Tanaka residence?”

You: 申し訳ございません。番号をお間違えになっていると思います。 Moushiwake gozaimasen. Bangou wo omachigae ni natte iru to omoimasu. “I’m sorry, I think you have the wrong number.”

Caller: 失礼いたしました。 Shitsurei itashimashita. “I apologize for the inconvenience.”

You: いえいえ、お気になさらずに。 Ie ie, oki ni nasarazu ni. “Not at all, please don’t worry about it.”

Emergency Phone Phrases: When Every Second Counts

Calling for Help

火事です！消防署をお願いします！ Kaji desu! Shoubousho wo onegaishimasu! “Fire! Please connect me to the fire department!”

救急車をお願いします！ Kyuukyuusha wo onegaishimasu! “Please send an ambulance!”

警察をお願いします！ Keisatsu wo onegaishimasu! “Please connect me to the police!”

Providing Your Location

住所は〇〇です。 Juusho wa ___ desu. “The address is ___.”

〇〇駅の近くです。 ___ eki no chikaku desu. “It’s near ___ station.”

Describing the Situation

人が倒れています。 Hito ga taorete imasu. “Someone has collapsed.”

交通事故です。 Koutsuujiko desu. “It’s a traffic accident.”

Technology and Phone Etiquette: Modern Considerations

Cell Phone Manners (携帯マナー)

In trains and buses:

• Keep phone on silent (マナーモード – manner mode)
• Don’t answer calls in priority seating areas
• Step off at the next station if you must take a call

In elevators:

• Quick “すみません、電話に出ます” (sumimasen, denwa ni demasu – sorry, I’m taking a call)
• Keep conversations brief and quiet

In restaurants:

• Step outside or to a designated area
• Never talk during meals at the table

Video Calls and Online Meetings

Starting a video call: お疲れさまです。音声は聞こえますでしょうか？ Otsukaresama desu. Onsei wa kikoete masu deshou ka? “Thank you for your hard work. Can you hear me?”

Technical difficulties: 申し訳ございません。接続が不安定なようです。 Moushiwake gozaimasen. Setsuzoku ga fuantei na you desu. “I’m sorry, the connection seems unstable.”

Common Phone Conversation Mistakes (And How to Avoid Them)

Mistake 1: Using “Anata” (You) Too Much

Problem: “Anata” sounds distant and sometimes rude on the phone Solution: Use the person’s name + san, or omit the subject entirely

Wrong: あなたは忙しいですか？ Right: お忙しいでしょうか？ or 田中さんはお忙しいでしょうか？

Mistake 2: Forgetting to Use “Degozaimasu” in Formal Situations

Problem: “Desu” is too casual for business calls Solution: Use “degozaimasu” for maximum politeness

Casual: 田中です。 Formal: 田中でございます。

Mistake 3: Ending Calls Too Abruptly

Problem: Just saying “bye” sounds rude Solution: Always use proper closing phrases

Wrong: バイバイ！ Right: それでは、失礼いたします。

Mistake 4: Not Confirming Understanding

Problem: Pretending to understand when you don’t Solution: Use polite confirmation phrases

Useful phrases:

• 恐れ入りますが、もう一度お願いできますでしょうか？ Osore irimasu ga, mou ichido onegai dekimasu deshou ka? “I’m sorry, but could you repeat that once more?”
• 確認させていただきます。 Kakunin sasete itadakimasu. “Let me confirm that.”

Practice Exercises: Build Your Phone Confidence

Exercise 1: Shadow Listening

Find Japanese phone conversations on YouTube or drama shows. Listen and repeat the phrases, focusing on:

• Intonation patterns
• Timing of responses
• Politeness levels

Exercise 2: Role-Play Scenarios

Practice these common situations:

1. Calling to cancel an appointment
2. Asking for directions over the phone
3. Handling a complaint call professionally
4. Making a hotel reservation

Exercise 3: Recording Practice

Record yourself handling different scenarios:

• Formal business introduction
• Casual friend conversation
• Emergency call
• Compare with native examples

Exercise 4: Speed and Clarity Drills

Practice saying important information clearly:

• Your name and contact information
• Addresses and phone numbers
• Dates and times
• Emergency phrases

Cultural Context: Why Phone Etiquette Matters in Japan

Business Relationships (信頼関係)

In Japanese business culture, phone etiquette directly impacts:

• Trust building: Proper language shows respect and professionalism
• Hierarchy respect: Using appropriate keigo maintains social harmony
• Relationship maintenance: Regular polite check-ins strengthen partnerships

Social Harmony (和)

Phone conversations reflect the Japanese value of “wa” (harmony):

• Avoiding direct confrontation
• Using softening language
• Prioritizing the other person’s comfort

Attention to Detail (細かい配慮)

Japanese speakers notice:

• Precise timing of responses
• Appropriate level of formality
• Consideration for the listener’s situation

Regional Variations: How Phone Etiquette Differs Across Japan

Tokyo (Standard Japanese)

• More formal and structured
• Strict adherence to keigo rules
• Faster pace of conversation

Kansai (Osaka, Kyoto, Kobe)

• Slightly more relaxed tone
• Different greeting patterns
• More expressive intonation

Regional Business Considerations

When calling different regions:

• Research local business customs
• Adjust your politeness level accordingly
• Be aware of dialect differences in pronunciation

Your 21-Day Phone Confidence Challenge

Week 1: Foundation Building

• Days 1-3: Master basic greeting and ending phrases
• Days 4-5: Practice formal vs. casual distinctions
• Days 6-7: Record yourself with different scenarios

Week 2: Scenario Practice

• Days 8-10: Business call simulations
• Days 11-12: Personal call practice
• Days 13-14: Emergency and service calls

Week 3: Real-World Application

• Days 15-17: Practice with native speakers or teachers
• Days 18-19: Handle actual phone calls
• Days 20-21: Self-assessment and improvement planning

Ready to Master Japanese Phone Conversations?

Phone confidence in Japanese isn’t just about memorizing phrases—it’s about understanding cultural expectations, using appropriate politeness levels, and practicing in realistic scenarios.

Whether you’re preparing for business calls, planning to live in Japan, or simply want to feel more confident when Japanese friends call, mastering phone etiquette will transform your language abilities.

Ready to sound confident and professional in Japanese phone conversations? Join NihongoKnow’s practical conversation courses in Vancouver or online worldwide. Your next phone call could be the start of new opportunities!