TAKING SIMPLE

PHONE MESSAGES
John : Hello. This is John.
Marry : Hello John, Can I speak to Sally please?
John : She is not here at the moment. Can I take a message?
Mary : OK. Tell her Mary called and could she please call me back.
John : OK. I will do that.
John : Thank you.
TEXT 2
Operator : Hello, Frank and Brothers, How can I help you?
Peter : This is Peter Jackson. Can I have extension 3421?
Operator : Certainly, hold on a minute, I'll put you through...
Frank : Bob Peterson's office, Frank speaking.
Peter : This is Peter Jackson calling, is Bob in?
Frank : I'm afraid he's out at the moment. Can I take a message?
Peter : Yes, Could you ask him to call me at 0987654321. I need to talk to him about
the Nuovo line, it's urgent.
Frank : Could you repeat the number please.
Peter : Yes, that's 0-9-8-7-6-5-4-3-2-1, and this is Peter Jackson.
Frank : Thank you Mr Jackson, I'll make sure Bob gets this ASAP.
Peter : Thanks, bye.
Frank : Bye.
Caller : Hello
Secretary : Hello, who’s speaking?
Caller : I am Mr. Didy from PT Lucky. Is Mr. Andi in?
Secretary : Oh, I’m sorry. He is out for lunch. He will come back at two o’clock.
Could you call back?
Caller : Oh, dear, could I possibly leave a message then?
Secretary : Yes, please. but, just a minute, I will take my note first. OK, what is it?
Caller : Well, I have promised to meet him this afternoon to talk about our corporation,
unfortunately I can’t afford to come. I have to take my wife to the doctor.
So, I was wondering you to tell that I will come on the following day at 10 o’clock
Secretary : OK, anything else?
Caller : No, thanks a lot
Secretary : You are welcome.
 Here are words and expressions usually used in formal telephoning

To make a call :

• Greetings (Good morning/afternoon/evening).

• May I speak to …, please?
• I’m …(your name) from …(your company’s name)
• I’m calling about …(your purpose)
• Could you put me through to Mr/Mrs…?
• Could I leave a message?
• Could you take my message for Mr/Mrs…?
To receive a call :

• Greetings (Good morning/afternoon/evening)+ name of your company.

• Can I help you? May I help you?
• Who’s calling, please? Who’s speaking, please?
• May I have your name, please? Could I have your number?
• Hold on, please. Just a moment, please.
• I’m sorry. The line is engaged. Sorry, Sir/Ma’am. The line is busy.
• I’ll put you through to Mr/Mrs…
• Do you want to hold on, or call again later?
• Can I take your message?
• Could you speak up, please? It’s a terrible connection.
Formal
• Hello, it’s Nanda from Jaya Nusantara Technique. May I help you?
• Good morning/ afternoon. Nanda from Jaya Nusantara Technique. What can I do for you?

Informal
• Hello, It’s Nanda, Who is this?
• Hello, It’s Nanda, Is Ari there?
• Hello, Nanda speaking?
 Struktur Teks
I. Receiving Calls
1. Answering at a switchboard / in an office / at a private
number
• Good morning, Montreal supplies. May I help you?
• Hello, Lion Restaurant. Can I help you?
• Good afternoon, Roland Scott, speaking
• Hello, 88675932
2. Requesting Identity
• Who’s calling, please?
• May I ask who’s calling?
• Who’s speaking, please?
• Can I have your name, please?
3. Asking the caller to hold
• Hold the line, please. I’ll see if he’s in
• Hold on, please. He’s coming now
• Just a moment, please. She’ll be with you right away
• One moment, please. I’ll see if he’s free
• He’s speaking on the other line. Will you hold?
4. Connecting the callers
• I’ll connect you with the manager
• I’ll put you trough to the manager
• It’s ringing for you
• You’re trough. Go ahead
5. The person being called is not in
• I’m sorry; the manager is out at the moment
• I’m terribly sorry. Mr. Hotman is away on business right now
• He is not in the office now, but he’ll be back at 4 o’clock
6. Taking messages
• Can I take a message?
• Can I give him a message?
• Can I you have like to leave a message?
 II. Making Calls

1. Requesting a particular person or service 3. The person you are calling is not in
• May I speak to Mr. Bates, Please? • Could you tell me when he’ll be back?
• May I speak to the manager, please? • Do you know what time she’ll be back?
• May I have the Account Department, please?

2. Identifying yourself 4. Leaving a message

• This is Mr. Delano’s secretary • Yes, could you tell him to call me back?
• This is Pierre Humphrey • Yes, tell her that I call. This is Rita
• No, thanks. I’ll call back later
• I’m calling on behalf of Mr. Humphrey • No, thanks. It’s not urgent
When you listen to a phone message, you need to listen for specific information:

1. Who called?
2. When did the person call?
3. Who is the message for?
4. What is the caller's phone number? and
5. What is the message?
 Task I
Claire : Hello, finance department
Female : Hello, can I speak to Adrian Hopwood, please?
Claire : I’m afraid he’s in a meeting at the moment. Can I help?
Female : No I need to talk to Mr. Hopwood, I think. What time will he be out of the meeting?
Claire : In about an hour. Can you call back later?
Female : Okay, I’ll do that.
Claire : Or can I take a message?
Female : Actually, would you mind? Could you tell him that Jennifer McAndrews called and that I’m i
n the office all day if he could call me back.
Claire : Can I take your number, please?
Female : Yes, it’s 5556872.
Claire : 5556872. Okay, I’ll make sure he gets the message.
Female : Thank you very much for your help, bye!
Claire : Goodbye!
 Task II

1. Who is the caller ? 1. Jennifer McAndrews

2. Who would the caller like to speak to ? 2. Andrian Hopwood
3. Does Jennifer speak to Mr. Hopwood? 3. No, she doesn’t
4. What information does Claire ask for? 4. The caller’s phone number
5. What is the caller's telephone number? 5. 5556872
 PRONUNCIATION NOTE
Phone numbers

English speakers normally group the number in three not in two as is common elsewhere.
For Example :

914 306 – spelt: nine-one-four, three-oh-six

not nine-one, four-three, oh- six
6669 4496 – spelt: double six-six-nine, double four-nine-six
not triple six-nine, four-four-nine-six
 Home Work !!!
Make a dialog about take a simple phone message
Following the language features and sentence structure.
THANK YOU
and see you in the next meeting !!!