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How to Close a Deal Over the Phone: 12 Sales Phone Tips

Discover how to seal deals over the phone with our 12 essential sales phone tips. Learn effective sales process techniques and phone sales strategies to increase your success in sales calls
Written by
Harsh P
Published on
March 4, 2024

How to Sell Anything Over a Phone Call

How to Sell Anything Over a Phone Call
How to Sell Anything Over a Phone Call

Phone calls stand out for their immediacy and personal touch, making them a preferred choice for customers over social media or chat support. People favor talking to a real person rather than navigating automated systems, avoiding the long waits associated with emails.

Selling over a phone call requires a blend of preparation, skill, and strategy. This method of selling can be highly effective, given its personal touch and direct interaction.

Here's an in-depth guide on how to sell anything over a phone call:

1. Preparation: Understand Your Product and Your Prospect

Understand Your Product or Service

Deep Knowledge: Know your product or service inside out. Understand how it addresses specific needs or problems.

Unique Selling Proposition (USP): Identify what makes your offering unique compared to competitors.

  • Example: If you're selling a cloud storage solution, know the specifics of your data encryption, access speeds, and how it integrates with other apps.

Know Your Target Audience

Research: Understand who your ideal customers are, including their needs, challenges, and how they benefit from your offering.

Segmentation: Classify your prospects based on various criteria (industry, role, company size) to tailor your pitch.

  • Example: Your primary audience may be small business owners who are looking to secure their data without investing in physical infrastructure.

Set Clear Objectives

Define what you aim to achieve with each call, whether it's to close a sale, schedule a meeting, or gather information.

2. The Call Structure


Build Rapport: Start with a warm greeting and a personal connection if possible.

  • Example: "Hi [Name], I saw on LinkedIn you’ve recently expanded your business. Congratulations! How's that going?"

Purpose: Clearly state the reason for your call without taking too much initial time.

  • Example: "I’m calling from [Your Company], and I believe our cloud storage solutions can help manage your growing data needs efficiently."

Needs Assessment

Ask Open-Ended Questions: Encourage prospects to talk about their needs, challenges, and goals.

  • Example: "What challenges are you facing with your current data storage solutions?"

Listen Actively: Pay close attention to what the prospect is saying to identify opportunities to provide value.

  • Example: Reflect on their concerns, "It sounds like scalability and security are your main concerns."


Tailor Your Pitch: Use the information gathered to tailor your pitch, highlighting how your product/service solves their specific problems.

  • Example: "Based on what you’ve shared, our scalable cloud storage with end-to-end encryption could be the perfect fit for your expanding data needs."

Benefits Over Features: Focus on the benefits to the prospect, not just the features of what you're selling.

  • Example: "This means you can securely access your data from anywhere, without worrying about space or safety, freeing you to focus on your business growth."

Handling Objections

Anticipate Common Objections: Prepare responses for common objections related to price, competitors, and timing.

  • Example: "I understand the concern about migrating large amounts of data. We offer a seamless migration service with dedicated support to ensure a smooth transition."

Empathy and Clarification: Show understanding and ask clarifying questions to better address concerns.

  • Example: "Could you share more about your specific concerns with cloud storage?"


Ask for the Sale: If the conversation has gone well, don't be afraid to ask for the sale or the next step.

  • Example: "Would you like to start with our basic plan, which I believe suits your current needs, and see how it goes?"

Trial Closes: Use trial closes to gauge interest and commitment throughout the call.

  • Example: "How does this solution sound for addressing your data storage challenges?"


Summarize Agreements: Recap any agreements made and next steps.

  • Example: "Great, I'll send over the details of our basic plan and the next steps for getting started."

Thank You Note: Send a follow-up email thanking them for their time, summarizing key points, and outlining the agreed next steps.

  • Example: Send a personalized email thanking them for the conversation, summarizing key points, and outlining the next steps.

3. Skills and Techniques

Effective Communication

  • Clarity and Conciseness: Be clear and to the point, avoiding jargon and overly technical language.
  • Tone and Pace: Use a friendly, confident tone and adjust your speaking pace to match the listener.

Building Rapport

  • Personalization: Use the prospect's name and reference any prior interactions or mutual connections.
  • Empathy: Show genuine interest and empathy towards the prospect's situation.

4. Technology and Tools

  • Utilize CRM (Customer Relationship Management) tools to track interactions, take notes, and schedule follow-ups.
  • Consider using sales enablement tools that can provide you with scripts, competitor information, and real-time coaching tips.

5. Practice and Feedback

  • Role-Playing: Practice your calls with colleagues or through role-playing exercises.
  • Feedback: Seek feedback from peers, managers, or through call recordings to continuously improve your technique.

How to Engage in a Sales Calls Effectively

How to Engage in a Sales Calls Effectively
How to Engage in a Sales Calls Effectively

Engaging customers over a phone call is crucial for building rapport, understanding their needs, and guiding them towards a solution. Here are strategies to effectively engage customers:

1. Start with a Personal Touch

  • Example: "Hi [Name], I hope you’re having a great day! Before we dive in, how has your experience been with our services so far?"

2. Use Active Listening

  • Listen attentively to what the customer is saying, and show that you're engaged by summarizing their points or asking follow-up questions.
  • Example: "I understand that you’re looking for a solution that can handle X and Y. What specific features are most important to you?"

3. Show Empathy

  • Relate to their situation or problem to build trust and connection.
  • Example: "I can see how that situation would be frustrating. Let’s see what we can do to resolve this."

4. Ask Open-Ended Questions

  • Encourage them to share more about their needs, preferences, or challenges.
  • Example: "What challenges are you facing with your current setup?"

5. Provide Value and Insight

  • Share relevant information, insights, or tips that can help them, even beyond your products or services.
  • Example: "Did you know that integrating X with Y can increase your efficiency by Z%?"

6. Personalize the Conversation

  • Use any information you have about the customer to tailor the conversation to their interests, previous purchases, or needs.
  • Example: "Last time, you mentioned that you were looking to improve X. Have you considered trying Y?"

7. Keep the Conversation Focused but Flexible

  • While it's important to stay on topic, be willing to adjust the conversation based on the customer’s responses.
  • Example: "I hear you’re concerned about X. While we’re focusing on Y, let me address that concern for you."

12 Best Phone Sales Tips

12 Best Phone Sales Tips
12 Best Phone Sales Tips
12 Best Phone Sales Tips
1. Start Your Calls Energetically
2. Build Rapport Quickly
3. Listen Actively
4. Don't Criticize Your Competition to Make Yourself Look Better
5. Articulate Value Proposition Clearly
6. Guide the Conversation
7. Use Positive and Powerful Labels
8. Handle Objections Gracefully
9. Offer Simplified Options
10. Offer Assurance
11. Close with Confidence
12. Don't Forget to Follow-up

1. Start Your Calls Energetically

Initiating your calls with high energy can set a positive tone for the entire conversation. Energy is contagious, and starting with enthusiasm demonstrates your confidence in what you're offering and can make the prospect more receptive.

  • Be Prepared: Before you dial, take a moment to gather your thoughts and information about the prospect. This preparation can boost your confidence, which naturally enhances your energy level.
  • Smile as You Speak: Even though the prospect can't see you, smiling can alter the tone of your voice, making it sound friendlier and more engaging.
  • Use a Strong Opening: Begin with a clear, energetic greeting and a concise introduction. "Good morning, [Prospect’s Name]! This is [Your Name] from [Your Company], and I’m thrilled to discuss how we can help [solve a specific problem] for you today."
  • Vary Your Tone: Avoid a monotonous pitch; fluctuate your tone to keep the conversation dynamic and engaging.

2. Build Rapport Quickly

Building rapport is crucial for creating a connection with your prospect. People buy from those they like and trust, making this step indispensable.

  • Personalize Your Approach: Use the information you've gathered about the prospect to tailor your conversation. Mention any mutual connections, interests, or relevant details about their business. "I noticed you’ve recently achieved [specific milestone]. Congratulations on that!"
  • Mirror Their Communication Style: Pay attention to the prospect's pace and tone of speech and try to match it. This mirroring technique can subconsciously make them feel more at ease with you.
  • Find Common Ground: If you identify any shared interests or experiences during your conversation, don’t hesitate to briefly engage in that topic. "You mentioned [interest]; I have a similar interest in [detail]. It’s great to meet someone who also enjoys [activity]."
  • Use Their Name: Addressing the prospect by their name throughout the call makes the conversation more personal and engaging.

3. Listen Actively

Active listening is not just about hearing the words the prospect says but also understanding the emotions and intentions behind them. This can provide valuable insights into their needs and how your product or service can meet them.

  • Encourage the Prospect to Share: Ask open-ended questions that require more than a yes or no answer, prompting the prospect to explain their situation, challenges, and goals. "Can you tell me more about your current process for [problem area]?"
  • Reflect and Clarify: Paraphrase what the prospect has said to ensure you've understood them correctly and to show that you are genuinely listening. "So, what you’re saying is [summary of their point], correct?"
  • Acknowledge Their Concerns: Recognize any frustrations or concerns they express. "I understand how that could be challenging..."
  • Pause Before Responding: Give yourself a brief moment to process what they've said before you reply. This pause indicates that you're considering their words carefully, which can make them feel heard and respected.

4. Don't Criticize Your Competition to Make Yourself Look Better

Speaking negatively about your competitors can reflect poorly on you and your company. Instead, focus on your strengths and how you can provide value to the prospect.

  • Focus on Your Strengths: Highlight what makes your product or service unique without mentioning your competitors. "Our solution is designed with simplicity and efficiency in mind, ensuring you can achieve [specific benefit] without any hassle."
  • Stay Positive: If a prospect brings up a competitor, acknowledge them respectfully and redirect the conversation to what you offer. "They're a great company. What sets us apart is our commitment to [specific aspect], which means [specific benefit for the prospect]."
  • Provide Comparisons When Asked: If directly asked to compare, do so factually and objectively, focusing on features or services rather than subjective opinions. "While [Competitor] focuses on X, we provide Y, which is beneficial for [reason]."

5. Articulate Value Proposition Clearly

Your value proposition is the core reason why customers should choose you. It's crucial to convey this clearly and compellingly.

  • Be Specific About Benefits: Instead of general statements, provide specific examples of how your product or service can solve the prospect's problems or improve their situation. "By using our service, our clients typically see a [specific percentage] increase in [specific metric], within [specific time frame]."
  • Tailor to Their Needs: Customize your value proposition based on the prospect's business size, industry, or specific challenges they’ve shared. "Given your need for [specific need], our solution can uniquely offer [specific solution], which translates to [specific benefit]."
  • Use Simple Language: Avoid jargon and complicated explanations. Your value proposition should be understandable and compelling, even to someone unfamiliar with your industry. "Our goal is simple: to help you achieve [result] with minimal [common pain point]."

6. Guide the Conversation

While it’s important to listen and adapt to the prospect's responses, you should also guide the conversation towards your objectives.

  • Set an Agenda Early: Early in the call, outline what you hope to cover. This sets expectations and helps keep the conversation on track. "Today, I’d love to explore your current challenges with [area], share how our solution can help, and discuss the next steps if it seems like a good fit."
  • Use Strategic Questions: Craft your questions to lead the conversation towards areas where you know your product or service can shine. "How important is [specific feature/benefit] in solving your current challenges?"
  • Redirect When Necessary: If the conversation veers off-topic, gently steer it back. "That’s an interesting point. Relating to what you just mentioned, our solution helps by [how your solution relates]."
  • Summarize and Confirm Understanding: Throughout the call, summarize key points and confirm you’re aligned. This helps guide the conversation and ensures both parties are on the same page. "So, if I understand correctly, your main goals are [summary]. Is that right?"

7. Use Positive and Powerful Labels

Using positive and empowering language can influence how prospects see your product or service and themselves when they use it. This psychological strategy can enhance their perception of the value you offer.

  • Empower Your Prospect: Use language that makes them feel like they're making a smart, informed decision. "By choosing our solution, you're becoming a leader in your industry who values innovation and efficiency."
  • Highlight Positive Outcomes: Describe the benefits of your service with powerful adjectives. "Our clients experience transformative results, achieving unparalleled growth and productivity."
  • Label Their Actions Positively: When they show interest or ask questions, reinforce their actions. "That's a great question; it shows you're truly committed to improving your team's performance."

8. Handle Objections Gracefully

Objections are a natural part of the sales process. Handling them gracefully and effectively can turn skepticism into confidence.

  • Acknowledge and Validate: Show that you understand their concerns. "I understand why that might be a concern for you, and it’s important we address it."
  • Provide Reassurance: Use facts, testimonials, or case studies to mitigate their concerns. "Our clients often express that concern initially, but here's how we've successfully addressed it..."
  • Turn Objections into Opportunities: Use objections to further highlight benefits. "You're concerned about [objection], which is exactly why our solution includes [feature] to resolve that issue."

9. Offer Simplified Options

Decision fatigue can overwhelm prospects, making it harder for them to commit. Simplifying their choices can help guide them towards a decision without feeling overwhelmed.

  • Limit Choices: Instead of presenting your entire range of products or services, curate a few options based on their needs. "Based on what you've told me, I believe one of these two options would be the best fit for you."
  • Use Comparative Language: Make it easy to compare options by highlighting the key differences. "Option A is great for X, while Option B is more suited for those who need Y."
  • Recommend an Option: Offer your professional recommendation to help guide their decision. "Given your specific situation, I recommend Option A because it aligns closely with your goals of X and Y."

10. Offer Assurance

Offering assurance helps mitigate risks and alleviates concerns, making it easier for prospects to make a decision. This can be particularly effective in overcoming hesitancy and building trust.

  • Highlight Guarantees and Warranties: Make sure to mention any money-back guarantees, free trials, or warranties that come with your product or service. "We're so confident in our solution that we offer a 30-day money-back guarantee, so you can try it risk-free."
  • Emphasize Support and Aftercare: Assure them of the support they will receive after the purchase. "Our dedicated customer success team will be on hand to guide you through the setup process and any questions you might have down the line."
  • Reinforce the Value: Remind them of the long-term benefits and the potential return on investment. "Remember, this is an investment in [benefit], which pays off by [specific outcome]."

11. Close with Confidence

Closing is a critical part of the sales call, and doing it with confidence can significantly impact the outcome. It’s about making a clear and compelling case for why now is the time to act.

  • Assume the Sale: Use language that assumes they will make a positive decision. "When would be the best time to schedule the implementation?"
  • Use Direct Closing Questions: Don't be afraid to ask directly for the sale in a way that feels natural and confident. "Are you ready to get started with [product/service] so you can enjoy [benefit]?"
  • Offer Limited-Time Incentives: Create a sense of urgency with time-sensitive offers. "If you sign up by [date], you’ll also receive [additional offer], which we normally don’t include."

12. Don't Forget to Follow-up

Follow-up is key to maintaining interest and eventually closing the sale if it wasn't closed on the initial call. It’s also an opportunity to address any additional questions or concerns that may have arisen.

  • Schedule the Follow-up: Before ending the call, agree on a time for a follow-up. "Can we touch base next Tuesday to discuss any further questions you might have?"
  • Send a Summary Email: After the call, send an email summarizing the key points discussed, the benefits of your offering, and the next steps. This keeps the conversation fresh in their mind and provides them with written information to refer back to.
  • Keep the Momentum Going: Use the follow-up as an opportunity to bring new information or additional incentives to the table, maintaining the prospect's interest and moving closer to a sale. "I wanted to share some additional success stories from clients in your industry that I think you'll find very compelling."

Example of Selling a Product Over a Phone Call

Example of Selling a Product Over a Phone Call
Example of Selling a Product Over a Phone Call

Imagine you're selling a high-quality, customizable meal kit service that targets busy professionals who love to cook but don't have the time to plan meals or shop for ingredients.

Here's how you could structure and execute a successful sales call using the strategies mentioned earlier:

Phase Description Example
Preparation Understanding your product/service and knowing your target audience. Product: High-quality, customizable meal kit service.
Target Audience: Busy professionals, ages 25-45, interested in healthy eating but lacking time for meal prep.
Opening Start the call energetically and build rapport. "Hi [Name], I'm [Your Name] with [Your Company]. How's your day going? I noticed you've shown interest in healthy eating through our online quiz."
Needs Assessment Ask open-ended questions and listen actively to understand the prospect's challenges and goals. "What's your biggest challenge when it comes to cooking at home on weekdays?"
"It sounds like finding time to shop and prepare meals is a real pain point for you."
Pitching Tailor your pitch to address the prospect's needs, emphasizing benefits over features. "Based on what you’ve shared, our customizable meal kits could be a great fit. Imagine coming home to all the ingredients you need for a delicious, healthy meal."
Handling Objections Anticipate common objections and respond with empathy and clarification. "I understand the concern about cost. Many of our customers find it's actually very cost-effective considering the time saved and the reduction in food waste."
Closing Ask for the sale directly if the conversation has gone well, and use trial closes to gauge interest. "How about we start with a trial of our most popular meal plan? I can offer you a special discount for your first month."
Follow-Up Summarize agreements and send a thank-you note outlining the next steps. "Great, I'll set up your trial with our Mediterranean-inspired plan for next week. You'll receive an email confirmation shortly."
Skills and Techniques Utilize effective communication, personalization, and rapport-building techniques throughout the call. Clarity and enthusiasm in presenting the meal kit service benefits.
Personalizing the call by referencing their interest in healthy eating.
Technology and Tools Leverage CRM tools for tracking interactions and e-signature software for contracts. Use of a CRM to note customer preferences and follow-ups.
Utilizing DocuSign for the customer to easily sign up for the trial.

How to Search and Find Business Phone Numbers for Cold Calling

How to Search and Find Business Phone Numbers for Cold Calling
How to Search and Find Business Phone Numbers for Cold Calling

Finding business phone numbers for cold calling requires a strategic approach to ensure you're targeting the right businesses and individuals within those organizations.

Here are steps and tips on how to effectively search and find business phone numbers for cold calling:

1. Define Your Target Audience

Identify Your Ideal Customer Profile (ICP): Clearly define the type of businesses you want to target, including industry, company size, location, and any other relevant criteria.

Understand Your Buyer Persona: Know who within those businesses you need to reach (e.g., decision-makers in a particular department).

2. Use Online Directories and Databases

Industry Directories: Many industries have directories that list companies, including contact information. Examples include ThomasNet for manufacturing and Yelp for local businesses.

Business Databases: Platforms like LinkedIn, Crunchbase, and ZoomInfo offer extensive databases where you can filter companies by various criteria and sometimes find direct contact information.

3. Leverage Social Media Platforms

LinkedIn: A valuable resource for B2B contacts. Use LinkedIn to identify target companies and then find individuals within those companies. LinkedIn Premium or Sales Navigator can provide more in-depth search capabilities and access to contact information.

Twitter and Facebook: Companies often list their contact information on their profiles. Additionally, engaging with or following a company’s social media might provide insights into the right contacts.

4. Visit Company Websites

Contact Us Pages: Most company websites have a Contact Us page where they list their phone number, email address, or a contact form. This information could lead to better sales calls

About Us Pages: Sometimes, direct contact information for key personnel is listed on the About Us or Team page.

5. Utilize Networking and Referrals

Your Network: Use your professional network to get introductions or phone numbers. Networking events, industry conferences, and even LinkedIn connections can be sources of referrals.

Ask for Referrals: If you’re in touch with someone who knows your target contact but isn’t the right person, politely ask if they can provide you with the correct contact's phone number information for your sales conversations.

6. Use Cold Email as a Stepping Stone

If direct phone numbers are hard to come by, a cold email might be your entry point. Use it to introduce yourself and your offering and ask for a direct phone call as a follow-up.

7. Consider Subscription Services

Data Providers: Services like ZoomInfo, Hoovers, and Dun & Bradstreet offer comprehensive databases of businesses and contacts, including cell phone numbers that can help with your sales strategy, but require a subscription.

Lead Generation Tools: Tools like can be used to find email addresses, and sometimes they offer phone numbers or direct you to where you could find them.

8. Compliance and Ethics

Respect Privacy Laws: Be aware of and comply with regulations like GDPR in Europe and various state laws in the USA that govern cold calls and data privacy.

Ethical Considerations: Ensure that your sales conversation is respectful and professional, and provides value to the potential customer.

Best Tools to Use When Closing a Deal Over a Phone Call

Closing a deal over a phone call demands not just persuasive communication skills but also the right set of tools to facilitate the process smoothly and effectively. Here are some of the best tools to consider when you're aiming to seal the deal over the phone:

1. CRM Software

CRM Software
CRM Software

Example: Salesforce, HubSpot

Use: These tools help you track all customer interactions, manage leads, and follow up efficiently.

2. Calendar Scheduling Tools

 Calendar Scheduling Tools
Calendar Scheduling Tools

Example: Calendly, Microsoft Outlook

Use: Streamline the appointment-setting process

3. E-signature Software

 E-signature Software
E-signature Software

Example: DocuSign, Adobe Sign

Use: For deals that require a contract or agreement to be signed, e-signature software can expedite the process.

4. Payment Processing Tools

Payment Processing Tools
Payment Processing Tools

Example: Stripe, PayPal

Use: If your deal involves immediate payment, having a reliable and easy-to-use payment processor is crucial.

5. Screen Sharing and Video Conferencing Tools

Screen Sharing and Video Conferencing Tools
Screen Sharing and Video Conferencing Tools

Example: Zoom, Google Meet

Use: Sometimes, closing a deal requires one last walkthrough of your product or service.

6. Sales Enablement Platforms

Sales Enablement Platforms
Sales Enablement Platforms

Example: Showpad, Seismic

Use: These platforms provide sales teams with the content, training, and coaching needed to engage effectively with prospects.

7. VoIP Phone Systems

 VoIP Phone Systems
VoIP Phone Systems

Example: RingCentral, 8x8

Use: VoIP (Voice over Internet Protocol) systems offer more than just a means to make a call; they come with features like call recording, analytics, and integration with CRM systems.

8. Proposal Management Software

Proposal Management Software
Proposal Management Software

Example: PandaDoc, Proposify

Use: These tools help create, send, and manage sales proposals in a streamlined manner.


Closing a deal over the phone is a crucial skill in telephone sales, blending preparation, strategy, and the right technology. To excel, start calls with energy and quickly build rapport to establish a connection.

Active listening and clearly articulating your value proposition are key to addressing customer needs effectively. Guide the conversation, use positive language, and handle objections gracefully to maintain momentum towards the sale.

Simplifying options and providing assurance will help mitigate any hesitations, allowing you to close with confidence. Utilize tools like CRM software and e-signature platforms to streamline the process and enhance the customer experience.

Remember, a successful cold call requires not just understanding your product and audience but also employing a strategic approach to engage and persuade prospects.

By incorporating these techniques, you'll improve your telephone sales outcomes, turning cold calls into successful deals efficiently.

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