How to handle business calls in German
Making a phone call in German can feel a bit intimidating, especially if you don’t speak the language every day. But here’s the good news: German communication tends to be structured and clear. That works in your favour. In this article, you'll learn what to expect when calling German-speaking clients or colleagues and get some ready-to-use phrases to keep your conversation professional and polite.
What to expect: structure, clarity and formality
Germans are known for being direct and organised, especially in business. That shows in phone calls too. Your conversation partner will expect you to clearly introduce yourself and state your reason for calling. At the same time, the tone usually stays formal, especially if you don’t know each other well.
Tip: When answering the phone, say your full name, and if relevant, your company name. Start with a polite greeting like “Guten Tag.”
Start strong: useful German phrases for the beginning of a call
Here are some basic phrases that help you sound confident and professional right from the start:
Guten Tag, hier spricht [Name], von der Firma [Company].
Good day, this is [Name] from [Company].
Ich würde gerne mit Herrn/Frau [Name] sprechen.
I’d like to speak with Mr/Ms [Name].
Könnten Sie mich bitte verbinden?
Could you please connect me?
Könnten Sie ihm/ihr bitte sagen, dass ich angerufen habe?
Could you let him/her know I called?
Wann wäre ein günstiger Zeitpunkt für ein Gespräch?
When would be a good time to talk?
Vielen Dank für Ihre Hilfe.
Thank you very much for your help.
Fun fact: In Germany, it’s common to use the formal “Sie” throughout the entire call—even if the conversation feels friendly.
Setting up a meeting: clear, polite, professional
Whether you're scheduling a meeting by phone or email, formality and clarity are key in German business culture. Be respectful, offer clear options, and always allow space for the other person to suggest changes.
Useful phrases for arranging or rescheduling a meeting:
Ich möchte gerne einen Termin mit Ihnen vereinbaren.
I’d like to schedule a meeting with you.
Passt Ihnen der [Date] um [Time]?
Does [Date] at [Time] work for you?
Könnten wir den Termin eventuell verschieben?
Would it be possible to reschedule?
Vielen Dank für Ihre Rückmeldung.
Thank you for your response.
Ich freue mich auf unser Treffen.
I’m looking forward to our meeting.
Want to feel more confident on the phone in German?
At Regina Coeli, you can train intensively in spoken and written business German. In personalised sessions, you’ll learn the language and how to make a great impression in any business setting.
Find out more about a German course at Regina Coeli
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