Telephone: Taking & Leaving Message

A.

Telephone: Taking a message

There are a number of phrases and idioms that are only used when telephoning. Let’s first take a look at a sample dialogue:

Operator          : Hello, Frank and Brothers, How may I help you?

David               : This is David Jackson. Can I have extension 210?

Operator          : Certainly, hold on a minute, I’ll put you through…

Frank               : Bob Peterson’s office, Frank speaking.

David               : This is David Jackson calling, is Bob in?

Frank               : I’m afraid he’s out at the moment. Can I take a message?

David               : Yes, Could you ask him to call me at 712 456-8965.

                          I need to talk to him about the Nuovo line, it’s urgent.

Frank               : Could you repeat the number please?

David               : Yes, that’s 712 456-8965, and this is David Jackson.

Frank               : Thank you Mr. Jackson, I’ll make sure Bob gets this ASAP.

David               : Thanks, bye.

Frank               : Bye.

B.

Taking a message

• Can I take a message?
• Would you like to leave a message?
• Can I give him/her a message?
• I’ll tell Mr. Jones that you called.
• I’ make sure Mr. Jones rings you as soon as possible.
• At what number can you be reached?
• Could (Can, May) I take a message?
• Could (Can, May) I tell him who is calling?

C.

Putting someone through

• I’ll put you through to… (put through – phrasal verb =’connect’)
• I’ll connect you to…
• I’ll put… on the line
• I’m sorry, there’s no reply from Mr. Jones
• Can you hold the line?
• Can you hold on a moment?

D.

Asking someone to call back

• Thank you for waiting. I’m afraid Mr. Jones is not in at the moment.
• I’m sorry; Mr. Jones is in a meeting.
• Can/ Could you call back later in the day?
• I’m afraid … is not available at the moment.
• The line is busy… (When the extension requested is being used)
• Mr. Jackson isn’t in…
• Mr. Jackson is out at the moment…

E.

When someone is unavailable, you can use:

• I’ll wait/I’ll hang on.
• When can I ring him back?
• Well, please find him/please interrupt him.
• Will you please make sure (he) rings me back?
• Where is he?
• When will he be in?
• Where can I find him?

F.

Leaving a Message in the Answering Machine

Sometimes, there may not be anyone to answer the telephone and you will need to leave a message in the answering machine. Follow this outline to make sure that the person who should receive your message has all the information he/she needs.

1. Introduction ------- Hello this is Kate. OR Hello, My name is Kate Thomson

(More formal).

2. State the time of day and your reason for calling - - - - - It’s ten in the morning. I’m phoning (calling, ringing) to find out if … / to see if … / to let you know that . . . / to tell you that….

3. Make a request - - - Could you call (ring, telephone) me back? / Would you mind ….? /

4. Leave your telephone number - - - - - My number is …. / You can reach me at …. /Call me at ….

5. Finish - - - Thanks a lot, by. / I’ll talk to you later, bye.

EXERCISE

You are a receptionist at Thomas & George. A client would like to speak to Ms. Braun, but she is out of the office. Take a message and make sure you get the following information:

• Name and telephone number – asks the client to spell the surname.
• Message the client would like to leave for Ms Braun.
• How late Ms Braun can call the client at the given telephone number.