TAKING SIMPLE PHONE MESSAGE || Bahasa Inggris SMA/SMK Kelas XI

TAKING SIMPLE PHONE MESSAGE

 

A.    Definition of Taking a message

Taking simple phone message is something that is important and useful in every language. At home or at work, we might need this skill when we receive a call on the phone and need to pass a message for others. We'll discuss how to take a simple phone message in this post.

 

Discussion-We often find ourselves in a situation when we receive a phone call for someone who's not there and there's a message we need to take for that person. There are some useful different phrases we can use for that.What are the advantages of taking telephone messages?It's convenient for the caller, who doesn't have to call back at a later date, and it's convenient for the person you are taking the message for who may have been too busy to take the call at the time.There are ways to take message from phone

1.      Answer the phone. The person on the other end asks for your immediate supervisor or co-worker who is not at his/her desk. The first thing you should do is say, "He/she isn't available at the moment. Can I take a message?" Assuming they say yes continue to the next step. If they say no then please insist they at least allow you to help them. If they refuse politely, ask the person to at least give you their name and company name; be sure to jot down their number off call id also let the person know a good time to try back. Just remember to ask if you can do anything else — they might want to call back and leave a message on the answering machine. Be sure to let whomever the call was for who called and when they might try back.

2.      Write down everything they say. You may not think what they say is important but the person you are writing the message for might think it is. If needed ask them to repeat information.

3.      Say good-bye (and "You're welcome" if it applies).

4.      Give the message to the person as soon as possible or leave it somewhere they will find it.

 

 

B.     Some Expression During Taking a Message

Some expressions to take 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?

Some expressions 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?

 

Some expressions 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…

 

Some expressions 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?

 

Some expressions of asking information

·         Can you tell me...? ·         Could you tell me...? ·         I'd like to know... ·         D'you know... ·         (Got / Have you) any idea...? ·         Could anyone tell me...? ·         (Do / Would) you happen to know...? ·         I don't suppose you (would) know...? ·         I wonder if you could tell me...? ·         I wonder if someone could tell me...? ·         Could you tell me how to get to the bus station? ·         Do you know that old man? ·         Do you know how much is this car costs? ·         Do you happen to know where to buy an umbrella? ·         Can you tell me what the time is? ·         I’d like to know your name. ·         I wonder if you could tell me why the meeting was canceled?

 

Some expressions of giving information

·         My name is randy ·         I need official boy ·         She is my mother ·         I live at Saraswati street number 10 ·         I saw it in the living room an hour ago ·         There is any car accident ·         Don’t you remember that you’ve left it in my table? ·         He goes to the post office ·         Here it is. I have found it in yard

 

C.    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.

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.

D.    Examples of Conversation and Text in Taking a Simple Phone 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:

Conversation 1

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

Conversation 2

Receptionist: Janson Wine Importers. Good Morning. How can I help you?
Caller: Could I speak to Mr Adams, please?

Receptionist: Who's calling please?
Caller: This is Anna Beare.

Receptionist: Sorry, I didn't catch your name.
Caller: Anna Beare. That's B E A R E

Receptionist: Thank you. And where are you calling from?
Caller: Sun Soaked Vineyards

Receptionist: OK MsBeare. I'll try and put you through. … I'm sorry but the line's busy. Would you like to hold?
Caller: Oh, that's a shame. This concerns an upcoming shipment and it's rather urgent.

Receptionist: He should be free in half an hour. Would you like to call back?
Caller: I'm afraid I'll be in a meeting. Could I leave a message?

Receptionist: Certainly.
Caller: Could you tell Mr Adams that our shipment will be postponed and that the 200 cases ordered should arrive next Monday.

Receptionist: Shipment delayed … arriving next Monday.
Caller: Yes, and could you ask him to call me back when the shipment arrives?

Receptionist: Certainly. Could you give me your number please?
Caller: Yes, it's 503-589-9087

Receptionist: That's 503-589-9087
Caller: Yes, that's right. Thanks for your help. Goodbye

Receptionist: Goodbye.

 

 

 

Text.

How to Keep Phone Calls Short

Telephoning is one of the methods by which people are mostlikely to speak. Unfortunately, we do not always have much time to spendon the phone. However, what can we do to face “a long-winded talker” –a person who makes us impossible to say goodbye?

Here is some advice we may try to overcome such a problem.First, we should never ask questions like “What’s new?” They give theimpression that we have time to chat. After “Hello,” we ought to get right tothe significant part of the call. We should offer brief responses without

prodding for further information.

How to Keep Phone Calls ShortTelephoning is one of the methods by which people are mostlikely to speak. Unfortunately, we do not always have much time to spendon the phone. However, what can we do to face “a long-winded talker” –a person who makes us impossible to say goodbye?

Here is some advice we may try to overcome such a problem.First, we should never ask questions like “What’s new?” They give theimpression that we have time to chat. After “Hello,” we ought to get right tothe significant part of the call. We should offer brief responses withoutprodding for further information.