In this unit, we’ll learn how to give messages to other people. This is a common situation, whether it’s at work, at home, or with friends. Knowing how to do it clearly and politely is important.
Key Phrases for Taking Messages
These phrases are used when someone calls or stops by for someone else who isn’t available.
- Can I take a message?
- Would you like to leave a message?
- May I ask who’s calling?
- Could I have your name, please?
- What’s your phone number?
- Can you spell that for me, please? (if the name is difficult to understand)
- I’ll make sure [Person’s Name] gets the message.
Key Phrases for Leaving Messages
These phrases are used when you want to leave a message for someone.
- Could you please tell [Person’s Name] that I called?
- Please ask [Person’s Name] to call me back.
- My number is…
- It’s [Your Name] calling from [Company/Place].
- The message is that…
- Could you ask him/her to…? (e.g., Could you ask him to bring the report to the meeting?)
Example Conversations
Scenario 1: Taking a Message
Receptionist: Good morning, ABC Company. How may I help you?
Caller: Hello, is John Smith there, please?
Receptionist: I’m sorry, Mr. Smith is not available at the moment. Can I take a message?
Caller: Yes, please. Could you tell him that Michael Brown called?
Receptionist: Could I have your phone number, please?
Caller: It’s 555-123-4567.
Receptionist: Okay, I’ll make sure Mr. Smith gets the message.
Caller: Thank you.
Scenario 2: Leaving a Message
Answer: Hello, you have reached Sarah Miller. Please leave a message after the beep.
Caller: Hi Sarah, this is David. Could you please call me back when you get a chance? My number is 555-987-6543. Thanks!
Tips for Giving and Taking Messages
- Be Clear: Speak clearly and slowly, especially when giving names and phone numbers.
- Be Polite: Use “please” and “thank you.”
- Be Accurate: Write down the message correctly. Repeat it back to the person if necessary.
- Be Concise: Keep the message brief and to the point.
- Be Prompt: Deliver the message as soon as possible.
Common Mistakes
- Not writing down the message correctly.
- Forgetting to include important information (name, phone number, reason for calling).
- Using informal language in a professional setting.