Telephone Message

Hi everybody!! Now, I want to share you about Telephone message. Do you know what the Telephone Message is? How to write a Telephone Message? How to take a telephone messages and leaving a message? Here the answer from some sources I take.

According to thefreedictionary.com Definition of Telephone Message is a message transmitted by telephone.

How to write a Telephone Message.
Important telephone calls come into your office every day. Quite often, the caller wants to speak with someone who is not available at the moment. If you are busy, you might be finding yourself scribbling call-back notes on any flat surface. You can manage your phone traffic effectively and improve communication with your colleagues, customers and clients if you take a bit of time to collect important information from your caller and record it in an organized manner.

Instruction

-Start with an effective message taking system. Decide the best format for recording and delivering telephone messages in your office. Many people prefer to have a hard copy of their messages. You will find paper message pads to meet every need. Some allow you to make a carbon copy of the message, which can be a life-saver if the original is lost. Others are single tear-off sheet. Perhaps your colleagues are totally teach savvy and prefer to retrieve their messages electronically. Whatever system you decide on, train everyone to use it effectively.

-Make your caller aware that the person she wants to speak with is unavailable. Tell the caller when you expect the person to pick up her messages. If she will be out of the office for a long time, make the caller aware of it to prevent frustration. Examples: “Barb is away from her desk now. I expect her back at________.” Or “Chad is out. I don’t expect him back in the office today.”

-Ask if your caller would like to leave a message. “May I leave a message for him?” or “Would you like to leave a message?” work well.

-Ask the caller to spell her name. Spell it back to her to make certain you got it right. This tactic is especially helpful if the caller has already identified herself and you don’t want to admit that you forgot her name.

-Ask the caller for her telephone number. Repeat it to her to make certain you wrote it correctly. Always try to get a telephone number, even if the caller says she will call again. It’s sometimes easier for busy people to return calls on their own schedule. No one likes to play “phone tag.”

-Invite the caller to leave a more detailed message.

-After the call, record the date and exact time of the telephone call. This is especially important if the caller contacts your office more than once. A good time stamp will help your colleague figure out how the conversation is progressing.

Read more: How to Write a Telephone Message | eHow.com http://www.ehow.com/how_2185002_write-telephone-message.html#ixzz0xjFSK9z4

That’s guys how to write a telephone message. And Here is how to take Telephone Messages.

How to Take Telephone Messages

Steps

Answer the Telephone. 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 here at the moment. Can I take a message?” Assuming they say yes continue to the next step. If they say no then the call is done. Just remember to ask if you can do anything else—they might want to call back and leave a message on the answering machine.

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 aask them to repeat information.

Say good-bye (and “You’re welcome” if it apllies).

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

Tips
Write in neat hand-writind and be polite to the person.

Warnings
Make sure that you don’t write the wrong thing down. You wouldn’t want the person who gets the message to get the wrong idea.

Things You’ll Need
-Pen/pencil
-Paper
-Phone

Read more: http://www.wikihow.com/Take-Telephone-Messages


Leaving a Message.
Sometimes, there may not be anyone to answer the telephone and you will need to leave a message. 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 Ken. OR Hello, My name is Ken Beare (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, bye. / I'll talk to you later, bye.
Sometimes, there may not be anyone to answer the telephone and you will need to leave a message. Follow this outline to make sure that the person who should receive your message has all the information he/she needs.

Intriduction --> “Hello, this is Ken.” Or “Hello, My name is Ken Beare (more formal)”

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…

Make a request --> Could you call (ring, telephone) me back?/ Would you mind…?/

Leave your telephone number --> My number is…/ You can reach me at…/ Call me at…

Finish --> Thanks a lot, bye./ I’ll talk to you later, bye.

Here’s an example of message

Telephone: (Ring… Ring… Ring…) Hello, this is Tom. I’m afraid I’m not in at the moment. Please leave a message after the beep….(beep)

Ken: Hello Tom, This is Ken. It’s about noon and I’m calling to see if you would like to go to the Mets game on Friday. Could you call me back? You can reach me at 367-8925 until five this afternoon. I’ll talk to you later, bye.

As you can see, leaving a message is pretty simple. You only need to make sure that you have stated all the most important information: Your Name, The Time, The Reason for Calling, Your Telephone Number.

Read more : http://esl.about.com/od/businesspeakingskills/a/t_message.htm