Asking the caller to leave a message

A: I'm trying to get hold of someone in your sales department. Are you having problems with your phone system? I was cut off earlier and now there is no reply.

B: Just a moment, please. I'll try the number for you. Yes, I'm afraid there's no reply from the department. They must be at lunch. Would you like to leave a message and I'll get someone to call you when they get back.

A: Thanks. My name's Baz Mechot and the number is 453980.

 

Making sure you understand

A: Can I speak to Teresa Riller? I understand that she is looking after Sales while Marco Stam is on parental leave.

B: That's right, but I'm afraid she's not here at the moment. Can I take a message?

A: Thanks. Could you say that Pieter Baumgartner called and ask her to call me back?

B: Can you spell your name, please?

A: Baumgartner is B-a-u-m-g-a-r-t-n-e-r. I'm at the Rainbow Hotel in room 13.

B: Is that 13, one three, or 30, three zero?

A: Thirteen, one three.

B: Thanks. I'll pass on the message.

 

Ending a call

A: OK. Have we covered everything?

B: I think so. You just need to let me know when you can send the report.

A: That's right. I'll send you a message when I get back to the office. Anyway, thanks for calling.

B: No problem. I'll wait to hear from you.

 

Match the appropriate statements:

 

	A	B	C
1.	I'd like to speak to Max Reed, please.	Some other phrases for checking if someone is available:	Is Max Reed there? Can I talk to Max Reed? Is Max Reed available?
2.	I wanted to run through...	Would is used to introduce a polite offer.	Could you hold on? Do you mind holding.
3.	... I'll get someone to call you when they get back.	We often introduce the topic politely by using the past tense. We can also use I'd like to... For example:	Would you like me to check? Would you like to call back later? Would you like to hold on?
4.	Sorry to keep you waiting...	This is an informal greeting. More formal greetings include:	I wanted to run through the arrangements. I wanted to ask you a question. I wanted to know about your travel plans. I'd like to ask you a question.
5.	Would you like to leave a message?	Some other phrases to use when someone is waiting on the phone:	I'll call you if I can. I'll phone you when they arrive. I'll let you know if I hear anything.
6.	Hi, Max. Simon here.	Note the use of the simple present tense when they get... in this sentence:	Hello, Mr Reed. This is Simon Speedwell speaking. Mr Reed. Hello, it's Simon Speedwell here.
	A	B	C
1.	I understand that she is looking after Sales...	Language that indicates that you already have some information:	I understand that you're coming to Warsaw next week. I hear that Pedro is moving to Singapore. I see (that) they're going to open a new office in Paris.
2.	... I'm afraid she's not here at the moment.	Other ways of bringing a call to an end:	He's on paternity leave. She's on maternity leave. She's taking compassionate leave. He's ill. She's on holiday. He's left for the day.
3.	Have we covered everything?	Use I'm afraid or I'm Sorry to when passing on unwelcome information.	So is that everything? Is that all?
4.	... Marco Stam is on parental leave.	Some other reasons for absence include:	Right, I'll check the details and call you back. I think that's everything. Is there anything else?
5.	Anyway, thanks for calling.	Note how we signal that a call is coming to an end:	Use I'm afraid or I'm Sorry to when passing on unwelcome information. I'm afraid I can't help you. I'm sorry I'm going to be late. I'm afraid I can't find the information you need.

 

Write answers:

Part 1:	Part 2:
1.				1.
2.				2.
3.				3.
4.				4.

 

Note!!! British/American differences

Some differences between British and American English:

British	American
parental leave compassionate leave She's on holiday.	family leave In American English the term bereavement leave is also used. She's on vacation.

 

DIALO GUES 2

Listen and fill in the gaps:

A voicemail message

'This is Ann Forsell’s _________. I'm sorry I can't _________ your call at the moment, but please leave a message and I'll get _________ to you. Alternatively you can _________ a message with my assistant. His number is 0046, (that's the country code for Sweden), 01, (that's the area code), 2132. Many thanks.'

Leaving a message

'Hi, Fiona. I've been trying to _______________ of you all morning so I hope you get this. Please call Sara Remondi __________________ you can. It's about the meeting next month. _________ I can’t make it so we need to talk urgently. It's two o'clock my time _________ and I'll be going home in three hours. Bye for now.'

Look at the dialogue. Make up your own:

You can't talk A: Hello. B: Hi, John. Can you talk? A: Not really. I'm in a meeting. Can I call you back in, say, fifteen minutes? B: Sure. Speak to you later. It isn’t urgent.	The reason for calling A: Can you hear me now? I couldn't hear you very well earlier. The reception was terrible. Anyway, how are you? B: Fine. I was just ringing to check the time for next week's meeting. Is it still three o'clock?
C: D: C: D:	C: B:

You can't hear the caller A Hello. B: Hello. Sorry, I can't hear you very well. I'm in a restaurant and they have just started playing some loud music. A: I didn't catch that. B: I'll just go outside. Just a moment. Can you hear me now? A: Yes, that’s much better. I'm glad you're enjoying yourself.	You have to end the call A: John, Peter has just arrived- I'll call you when I get back to London. B: Fine. I'll be here until 5. Speak to you later. Bye. A: Bye.
C: D:     C: D:   C:	C: D:   C:

An automated message

‘Welcome to Haznor Business Systems. This is a toll-free number. Please choose one of the following four options. If you are calling about an existing order, please press 1. If you wish to place a new order, press 2...'

Notes. Translate

This is Ann Forsell's voicemail. Some other formal opening phrases for voicemail are: You're through to Ann Forsell's voicemail. You've reached Ann's voicemail. An informal opening: Hi. Ann here. Sorry I can't take your call at the moment but leave a message and I'll get back to you.
It's about the meeting next month. Calls often begin with: I'm calling/ringing about Iyour flight). John, about Iyour flight to Paris).
... I can't make it... Make is often used instead of attend in informal usage: Unfortunately, / can't make the next meeting. I can't make Friday but Thursday would be fine. Will you be able to make it?
Can you talk? Other useful phrases for checking if the person you want to talk to is free, and some replies: Are you busy? Are you free to talk? Have you got two minutes? Can I call you back? It's difficult at the moment. This is a good time to talk.
I'm in a meeting. Some other reasons why you cannot take a call: I'm not at my desk. I'm just getting on a train. I've just arrived at the airport. I haven't got my diary with me.
I wasjustringing to check the time... I was just ringing/calling... is a useful alternative way to start a call: I was just calling about the meeting next Friday. I was just ringing to see if everything's OK for tomorrow. I was just calling to ask for some advice.
Sorry, I can’t hear you very well. Some other phrases to use when reception is bad: Sorry, could you repeat that? Could you say that again? I'm sorry, I didn't catch that. I’m afraid the line's bad. Did you say fifteen? Could you speak louder? The line's very bad.
I'll just go outside. Use will when you offer or promise to do something. I'll call you when I get back to London. I'll be here until 5. I'll tell her you called. I'll make sure she gets the message. I'll get back to you as soon as I can.
If you are calling about an existing order, please press 1. Some other 'automated' instructions: Press the star key twice. Press the hash/square key. Press 5 to speak to the operator. Please replace the handset.

 

Note!!! British/American differences

Differences in expressing time:

British	American
Monday to Friday ten past six the ninth of December 24-hour clock: 9:00,17:00	Monday through Friday ten after six December ninth 12-hour clock: 9 a.m., 5 p.m.	Note: In the UK both 12-hour and 24-hour clocks are used but in the US the 24-hour clock is generally used only by the military.

 

Some differences in saying telephone numbers:

British	American
360-4458 = three six oh, double-four five eight Mobile phone directory enquiries dialed	360-4458 = three six zero, forty-four fifty-eight Cell(ular) phone directory assistance dialed

PRACTICE