How to Transfer a Phone Call

In any business, how you handle phone calls reflects directly on your brand — including how smoothly you transfer calls. A seamless call transfer helps maintain trust, reduces caller frustration and ensures the person on the other end feels heard and valued.

At AnswerHero™, our trained, bilingual call-answering agents accurately, quickly and professionally manage call transfers — during business hours, after hours, holidays or weekends. We’ll route your calls based on your custom preferences, ensuring each caller reaches the right person or department. With prompt answering and smooth transfers, your callers enjoy a better experience while your team stays focused on core tasks, not routing calls. 

Call Forwarding vs. Call Transferring

Call Forwarding

Call forwarding is when you automatically redirect a call to another number before it’s answered, when you’re unavailable or off-site. For example, after 5 p.m., your business is closed and calls are forwarded to AnswerHero™. Our agents answer, take messages or schedule appointments on your behalf. Other instances include:

• When you’re out of the office due to an emergency.
• After business hours, on weekends or holidays.
• When you’re busy with another client or call.

Call Transferring

Call transferring happens after answering. The person who answers routes the call to the right person or department based on the caller’s needs. Call transferring benefits businesses when a client needs to speak to a specific person or department. It’s also helpful to provide callers with a personalized and seamless experience — transferring them to the person best equipped to meet their needs. There are two main types:

• Warm transfer: The agent speaks to the person they are transferring to, gives context and then transfers the call. 
• Cold transfer: The agent passes the call without a prior conversation.

How to Transfer Calls on Office Phones

Transferring calls on typical office phones varies depending on your business’s phone system. For phones with programmable software keys or touchscreen options, these steps might be prompts on the screen. For businesses that use Voice over Internet Protocol (VoIP) or cloud-based phone services, transferring calls can often be done via desktop or mobile apps. 

Here’s a general process of how to transfer a call to another number on most office phones:

1. Answer the call and identify the caller’s need.
2. Press the “Transfer” button on your phone, putting the caller on hold.
3. Dial the extension or phone number you are transferring the call to. 
4. Choose between the warm or cold transfer. 
5. Hang up after completing the transfer. 

Do Call Transfers Right With AnswerHero™

For a smooth, stress-free approach to managing incoming call routing and transfers, partner with AnswerHero™. We answer your incoming calls, determine the caller’s needs and transfer or forward the call. Whether it’s a new lead calling after hours or a loyal client who prefers speaking Spanish, we handle every call with:  

• 24/7/365 availability: Our team is ready to take and transfer calls anytime, including nights, weekends and holidays. We keep your business responsive even when you’re off the clock.
• Bilingual call answering: Our bilingual agents handle every transfer professionally in English or Spanish, whichever the caller prefers, helping build trust with every client interaction.
• Virtual receptionist services that feel in-house: Our virtual receptionist services can act as part of your team. From call screening to warm transfers to appointment scheduling and message taking, we route calls correctly while representing your brand with professionalism and clarity.

Start With AnswerHero™ Today

 Find the right plan for your business or schedule a consultation today. Want to know more? Call our friendly team.