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Language school phone script template (copy and paste)

InfiVoice ยท 2026-11-14

A language school phone rings hardest at lunch, after work and right before a new term, when your teachers are in class and the front desk is busy. Someone asking about English, Spanish or French classes usually wants to know which level fits them and how to start, and many will call the next school if nobody answers. A written script keeps every call consistent and captures what you need to book a placement test or a first class. Copy the one below, change the bracketed parts, and use it with a person or an AI voice agent.

Before you copy it

Decide a few things first. Which languages you teach, which levels, whether classes are in person, online or both, group or private, your term dates and hours, how placement works, and who handles questions from current students.

Keep one rule at the top. Never promise fluency, exam scores or a timeline, and never quote a price, discount or class start date you have not confirmed. Quote fees only from your own price list, and say who will follow up on everything else.

1. Greeting

> "Thank you for calling [School Name], this is [Name]. How can I help you today?"

After hours, say so and stay useful.

> "Thank you for calling [School Name]. We are closed right now and open again on [Day] at [Time]. Tell me your name, the language you want to learn, and the best number, and [Name] will call you back."

2. Learn about the student and the goal

> "Which language would you like to learn?"

> "Is this for you, a child, or a team at your company?"

> "Have you studied it before? How would you describe your level today?"

> "What is your goal, like work, travel, school or an exam?"

Write down their own words. Someone preparing for a job interview next month and someone starting from zero for a trip next year need different conversations.

3. Match the course

> "We have classes for that language and level. Let me tell you how they work."

Only describe languages, levels and formats you really offer. If you do not teach something, say so kindly.

> "We do not teach that language. I would rather tell you now, and I am happy to explain what we do offer."

4. Schedule and format

> "Do you prefer mornings, evenings or weekends? In person or online?"

> "I do not want to guess on class times. [Name] will check which group fits and call you by [Day]."

Do not promise a start date, a teacher or a group until it is confirmed.

5. Pricing questions

> "Our fees are on our price list, and I can share them. [Name] will also explain what is included when you visit."

Never invent a price. If you do not publish fees, say who will cover them.

6. Book a placement test or first class

> "I would love to set up a placement test so we can find the right level. Would [Day, Time] or [Day, Time] work?"

> "Can I have your name and the best number to reach you?"

> "Is there anything you would like the teacher to know before you come?"

Repeat the day, the time and the callback number.

7. Calls from current students

> "What is your name and which class are you in?"

> "I will pass this to [Teacher or Coordinator] right now and they will call you back by [time]."

Take a clear message. Pass absences, schedule changes and payment questions to the right person, and promise only a callback.

8. Urgent or unclear calls

> "Thank you for telling me. What is your name and the best number?"

> "I am sending this to [Coordinator or number] right away."

Set one escalation contact for urgent calls, such as a class that was moved at the last minute or a student who is lost on the way, and have the script pass them there at once. For an emergency, tell the caller to call emergency services first.

9. Goodbye

> "Thank you, [Name]. You are booked for a placement test on [Day, Time]. If anything changes, call us at [number]. We are looking forward to meeting you."

Run this script as an AI voice agent with InfiVoice

You can turn this script into a voice agent that answers at lunch, after work and during enrollment weeks, even when your teachers are in class.

Start with the call flow. Paste the greeting, then add the questions in order: language, who it is for, level, goal, preferred days and format, then name and phone number. Set current students and urgent calls as separate branches that send a message and promise a callback.

Then add a knowledge base with your languages, levels, formats, term dates, hours, placement process and the fees you are happy to share. InfiVoice answers from that content instead of guessing. Connect your calendar so placement tests land in the right slot. If your callers speak more than one language, read our guide on handling calls in several languages.

Finally, test by calling it. Try a beginner, someone preparing for an exam, a parent asking for a child, a price question, a current student and an urgent call. Fix the flow, then go live.

InfiVoice bills in credits and one credit equals 60 seconds of call time. The Free plan includes 100 credits, enough to build and test the script. Pro costs $79 per month with 250 credits.

Frequently asked questions

What should a receptionist ask when someone calls a language school?

The language, who the student is, their current level, their goal, the days and format that work, and their name and phone number. Then offer a placement test and confirm it out loud.

Should I promise results on the phone?

No. Describe how classes work and how placement is done, and leave fluency and exam outcomes out of the call.

Can an AI voice agent handle a language school call?

It can ask the questions above, answer from your courses and policies, and book a placement test on your calendar. Decide in advance who handles current students and urgent calls.

Can I try this without paying?

Yes. The Free plan includes 100 credits.

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