Polite phrases for business. Working with guests.

5 Polite Phrases to Use When You Don’t Have the Answer in Hospitality or Service

When working in a hospitality or service based business, it can be difficult to know what to say when you don’t have the answer to a guest’s question.

It’s important to stay professional and courteous, and the right phrase can make all the difference. In this blog post, we will look at five polite phrases that can be used when you need a few more minutes to find an answer.

These phrases will help English learners provide guests with the appropriate response and maintain a good level of customer service.

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1) I’m sorry, let me check for you.

When working in hospitality or service-based businesses, it is essential to be polite and professional when addressing customer inquiries. This can be difficult if you don’t have the answers to their questions, so it’s important to know how to politely tell them that you need a few more minutes.

One of the most common phrases you can use in this situation is “I’m sorry, let me check for you.”

This phrase expresses your apology for not being able to answer the guest’s question immediately and indicates that you are taking initiative to find the answer. It also lets the guest know that you care about providing them with the best service possible.

However, you should only use this phrase if you are actually able to provide the answer in a reasonable amount of time.

If you need to ask a colleague or manager, then it may be better to say something like “I’m so sorry, I don’t have that information off hand. Let me find out for you.”

This lets the guest know that you are doing your best to provide them with the right answer but also sets realistic expectations in terms of when they can expect an answer.

Ultimately, it is important to always be polite and professional when interacting with guests. Even if you don’t have the answer to their questions, expressing your apology and taking initiative to find the answer can go a long way towards maintaining customer satisfaction.

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2) I’m so sorry, I don’t have that information off hand. Let me find out for you.

If you are working in hospitality or service based businesses, you may find yourself in a situation where a customer is asking a question and you don’t have the answer. In these situations, it’s important to be polite and let the customer know that you don’t have the answer right away.

One of the most important phrases to use in this situation is “I’m so sorry, I don’t have that information off hand. Let me find out for you.”

This phrase is both polite and reassuring, letting the customer know that you understand their need for an answer and are willing to take the time to find it for them.

It’s important to keep in mind that when you say this phrase, it should be followed up with action. You should make sure that you actually go and find the answer for the customer and get back to them as soon as possible. This shows that you are taking their request seriously and demonstrates a good level of customer service.

By taking the time to find the answer for the customer, you can help create a positive experience and leave them feeling taken care of. And by using polite language such as “I’m so sorry, I don’t have that information off hand. Let me find out for you,” you can ensure that your interactions with customers remain professional and respectful.

 

3) I’m sorry, I’m not sure. Let me ask my colleague/manager.

When working in the hospitality and service industries, it’s important to be polite and professional when communicating with guests, even when you don’t have all the answers. One way to do this is by saying, “I’m sorry, I’m not sure. Let me ask my colleague/manager.”

This phrase conveys that you are trying to help the customer while also being respectful of their time. It lets them know that you will do your best to get them the answer they need, but that it may take a few minutes.

It is also important to show respect for your colleagues and managers when using this phrase. Acknowledge that their expertise and knowledge can provide the answer you need. This will help build trust between you, your colleagues, and your customers.

At the same time, make sure you do not leave your customer waiting for too long. If you need more than 5 minutes to get an answer, make sure you give them an estimate on when they can expect it.

This will show them that you are taking their request seriously and that you value their time.

Overall, using phrases like “I’m sorry, I’m not sure. Let me ask my colleague/manager” will help ensure that you are providing excellent customer service in the hospitality and service industry.

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4) I’m sorry, I don’t know. Let me find out for you.

When you are working in hospitality or service based business and a customer asks you a question that you don’t know the answer to.

It can be tricky to find the right words. A polite and professional way to respond is by saying, “I’m sorry, I don’t know. Let me find out for you.” This shows the customer that you are willing to help them and that you are willing to take the time to research the answer.

When finding out the answer for the customer, make sure you get back to them as soon as possible.

It’s important to show the customer that you value their time and that you care about their needs. If you’re not able to provide an answer immediately, give the customer a timeline for when they can expect a response.

It’s also important to keep track of the answers you have given the customer. Make sure that you are consistent with the information provided and that the customer is aware of any changes or updates.

It is also important to apologize to the customer if the answer takes longer than expected or if there are any delays. This shows them that you understand their frustration and that you are trying your best to help them.

Overall, it’s important to stay calm, polite and professional when a customer asks a question that you don’t have the answer to.

Saying something like, “I’m sorry, I don’t know. Let me find out for you,” is a great way to show your willingness to help and your commitment to providing excellent customer service.


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5) I’m sorry, I can’t help you with that right now. Let me get back to you later.

When working in hospitality or service based businesses, it can be difficult to provide the answer to a guest’s question if you do not have it immediately available. In this situation, it is important to maintain a polite and professional demeanor with the guest.

A great phrase to use when you need a few more minutes to research an answer is, “I’m sorry, I can’t help you with that right now. Let me get back to you later.”

This phrase conveys the message that the guest’s needs are important and that you are taking the time to find the right answer for them.

If possible, offer a specific time when you will get back to the guest. This way, they are assured that their question will be answered as soon as possible and that you are taking their request seriously.

If it will take longer than expected, inform the guest of the progress being made and apologize for any inconvenience.

By using this polite phrase and following through on your promise to get back to them, your guests will appreciate the fact that you are taking the time to provide them with the best possible service.

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