Taking telephone messages well is a skill that saves time for both the caller and the receiver.

If you need to take a message for someone, get as much information as possible. Always include:

  • The date and time of the call.
  • The full name of the person calling (ask for correct spelling).
  • The company the caller is from.
  • The phone number and time available for callback.
  • The purpose of the call.

Give enough information to the caller so they know what to expect, such as when the person they are trying to reach will return.

When taking a message, avoid saying, “I’ll have him call you back when he returns.” It would be better to say, “I’ll make sure he gets your message when he returns.”

Bear the following points in mind when leaving a telephone message

  • Don't speak too fast!
  • Pronounce and spell your name clearly.
  • Slow down when saying your telephone number and pause somewhere in the sequence of providing your number.
  • Give your company name, title and reason for calling.
  • Let them know when to call you back.

 

 
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