TAKING A MESSAGE FOR SOMEONE

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Taking a message for someone typically means receiving and recording a message intended for another person who is not available to answer a phone call, receive a text message or other form of communication.

For example, if someone calls for your colleague, but your colleague is not available at the moment, you can offer to take a message for them. This would involve asking the caller for their name, the reason for the call, their contact information, and any other pertinent details that your colleague may need to follow up on the message.

Taking a message for someone is a common way to ensure that important communications are not missed, and it demonstrates professionalism and courtesy towards the caller. It is important to accurately record the message and pass it on to the intended recipient in a timely manner.

Taking a Message for Someone

Formal

  • I’m sorry. She isn’t available at the moment. Can I take a message for her?
  • If you leave a message, I will be sure to get it to him as soon as he is available.
  • She is away at the moment. May I ask who is calling?
  • Would you like me to connect you to his voicemail?

Informal

  • I’ll let him/her know that you called.
  • Who’s calling, please?

Leaving a Message for Someone

Formal

  • Yes. Thank you. Please tell her Selma called. Ask her to call me back at 430.444.4444.
  • Could you have her return my call tomorrow?
  • Please tell him I’ll be available on Thursday at 9:00.
  • Yes, please put me through to her voicemail. Thank you.

Informal

  • No thanks. I’ll call back later.
  • Yeah, tell him Selma called.

EXAMPLE

  1. “May I ask who’s calling?” – This is a polite way to start the conversation and confirm the caller’s identity.

  2. “Can you please spell your name?” – If the caller has a unique or difficult-to-spell name, it’s helpful to ask them to spell it to ensure accuracy when recording the message.

  3. “What’s the best way to reach you?” – In addition to getting the caller’s phone number, you can ask if there is another way to reach them such as an email address or mailing address.

  4. “What is the reason for your call?” – Asking for the reason for the call can help the recipient prioritize their follow-up actions.

  5. “Is there a specific time when John can call you back?” – If the caller has a preferred time to be reached or is only available during certain hours, it’s helpful to include this information in the message.

  6. “I will make sure John gets your message as soon as possible.” – End the conversation with a confirmation that the message will be delivered to the intended recipient.

Remember to speak clearly and repeat the information back to the caller to ensure accuracy before ending the conversation.

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