HOW TO leave the Perfect
(Worksheet)
Date:
If you are one of the many leaving voice mails each day you should follow these tips to make your voice mail message as clear and concise as possible. Every voice mail message should include these these
steps
6
essential elements. Following
can mean the difference between your call getting returned or not.
Step 1
Tell people you are calling your name and your companys name . Never assume
anyone will know who you are.
Step 2
Give them your phone number - slowly, with area code and extension . In case they
missed it you should repeat it again.
Step 3
Don't forget to leave the date and time.
Step 4
Provide a quick summary of why you're calling. Be brief but precise. Give details.
Step 5
Tell them whether your call needs to be returned or not.
Step 6
Let them know when you are or aren't available for a callback.
Telephone: Connecting and Messages
Introduction
In this section we'll learn some phrases you might hear if the person you wish to speak to is busy.
Imagine you are calling a company and want to speak to someone who works there. Can you think of any phrases you might use, or that you might hear?
Now listen to two conversations. In the first conversation Richard Davies is calling the marketing department of a company and wants to be put through to Rosalind Wilson. In the second conversation Mike Andrews wants to talk to Jason Roberts in the marketing department. As you listen, see if you can hear some of the phrases above.
N1 Michell e: Male: Michell e: Male: Michell e: Male: Hello, you've reached the marketing department. ------ ------------------- ? Yes, ---------------------------------Rosalind Wilson, please?
--------------------------------------------------- ? Its Richard Davies here Certainly. ---------------------------Thank you. and -------------------------------------- .
N2 Michell Hello, marketing. --------------------------------------- ? e: Male: ---------------------------------------------------- ? Michell Certainly. --------------------------------------------- ? e:
Male: My names Mike Andrews. Michell ------------------- - --------------------------------. e: Hello, Jason,---------------------------------------------... OK - Ill put him through. ----------------------------- Im just putting you through.
Now listen to a telephone conversation between the finance department of a company and Jennifer McAndrews. Jennifer wants to talk to Adrian Hopwood but he's not available so she has to leave a message. As you listen, see if you can hear some of the phrases above.
N3 Claire Hello, finance department : Femal Hello, ------------------------------------------------------------- Adrian Hopwood, e: please? Claire Im afraid hes in a meeting at the : moment. ---------------------------------------------------- ? Femal No I need to talk to Mr Hopwood, I think. What time will he be out of the e: meeting? Claire: In about an hour. ------------------------------------------------------------ ? One thing you can do to improve your telephone skills is to learn some Femal of the verbs that are commonly used in telephone Okay, Ill do thatmulti-word . e: conversations. Claire: Or ---------------------------------------------------------------------- ? Femal Actually, would you mind? '-----------------------------------------------------------------------Hold on means ' and hang on means '------------' too. Be e: Jennifer McAndrews called and Im in with the office day if he could call me careful not to confusethat hang on hangall ---! Hang ----- means back. 'finish the call by breaking the connection' in other words: 'put the Claire: ---------------------------------------------------------------------please? phone down.' Another phrasal verb with , the same meaning as hang up is ring off. The opposite of hang up / ring off is ring ------- if Femal Yes, its 5556872. you ------ somebody ----, you make a phone call. And if you pick e: the phone, (or --- the phone ------) you answer Claire: 5556872. ----Okay, -------------------------------------------------. a call when the phone rings. Femal Thanks very much for your help, bye! e: Claire: Goodbye! If you are talking to a receptionist, secretary or switchboard operator, they may ask you to ----------- on while they put you ---------- put ------------------ means to connect your call to another telephone. With this verb, the object (you, me, him, her etc.) goes in the middle of the verb: put you through. But if you can't get ------------ to (contact on the phone) the person you want to talk to, you might be able to leave a message asking them to ---------- you--------- . which means to return a phone call and if you use an object (you, me, him, her etc.), it goes in the middle of the verb: ---------- you ---------- .
