In many offices, the receptionist is the first person a client or guest encounters upon arrival. As the person who has this position you're the one who gives the first impression to a visiting client or guest. It is important that you are aware of the etiquette involved with being the receptionist.

Appearance

Whether it's a law firm or a music studio, wearing neat, clean clothing that gives an appropriate professional appearance is important. In fact, here's a case where you might want to dress up a notch from the average employee. Your desk's appearance counts too! Keep the desk and waiting area tidy and organized to project an image of capability and professionalism.

Greeting People

Following the visual first impression, a greeting is the second impression a visitor has, so put the effort into making it a good one. Smile warmly and welcome the guest. Ask if and how you can assist the visitor. If a client has come for a meeting, either ask that they wait until the person they are visiting comes to get them, or show the client to the office where the meeting will be held. Let the client know that you will make their contact person aware that they have arrived. "Welcome Mr. Franklin, I'll let know Ms. Carter know you're here, please feel free to take a seat." Make your visitor feel welcome by offering to take coats, some refreshment, or reading materials. 

Answering the Phone

The way in which the phone is answered can say a lot about a company. It is important that this first impression be positive. When answering the phone, use a greeting, just as you would in person. Identify the company, and ask how you can help. "Good morning, The Brown Company, this is Maggie, how may I help you?" If the caller is requesting to speak with someone, ask for the caller's name, before redirecting the call. "May I ask who is calling? Okay Mark, would you mind if I put you on hold while I see if she is available?"

Taking Messages

If a phone call comes in unexpectedly, or the person whom the call is for is busy, it is best to take a message. "I'm sorry, Ms. Johnson isn't available right now. Would you like me to leave her a message, or direct you to her voicemail?" In the modern age, leaving a voice message is very common. However a written message works just as well. In either case, having the caller's name, phone number, time of call and brief description of the purpose of the call are the essentials. Add your name or initials in case your colleague has any questions. 

Writing Addresses 

When addressing invitations to business events or sending out business letters, spelling is crucial. Check and double check that all names, addresses and company names are correct before addressing the envelope. When you don't know a woman's title, the default form of address is "Ms." Use titles for elected officials, medical doctors and clergy. For recipients who have doctoral degrees, the address can either be Dr. Elizabeth Den or Elizabeth Den, PhD. When the correspondence deals with professional matters, use the person's professional designation,  such as, Ralph Bostwick, Esq. 

For a receptionist, as with any other role in the office, good etiquette is always important, knowing these basics will give any receptionist a good base to start from.