Projecting a professional image over the phone is important for building a good working relationship with colleagues, clients or customers.
Here, we present you with a number of useful language structures for leaving a message over the telephone.
The language required for leaving messages can be categorized into the following sections:
Asking for someone
Can/Could/May I speak to...? I'd like to speak to.... Could you put me through to...¦? Could I have extension 211, please? May I speak to someone in the Accounts Department, please?
Asking when someone is back
When do you expect him back? Do you know when he'll be back in the office? What time will she be back?
Asking to leave a message
May/Can/Could I leave a message? Could you take a message, please?
Explaining the reason for calling
I'm calling about... The reason I'm calling is to + infinitive It's about + noun phrase/gerund
Leaving a message containing information only
Could you tell her that...?
Leaving a message requesting action
Could you ask him to...?
Other useful expressions
I would appreciate it if you could inform him as soon as possible. It is rather urgent. I'll be out the rest of the day. Could you ask him to call me tomorrow? Actually, is there anyone else I can speak to regarding this matter?
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