《 Professional English for

Secretaries 》

Unit 2 Phone Calls Handling

Task 4 Taking a phone message

1

2

Watch a video

and write down

the information

that you think is

important.

3

reference

Jane

Mr. Wang

call her back

52644536

4

reference

Caller: Jane

Person to be called: Mr. Wang

5

reference

Message: call her back

6

reference

Phone number: 52644536

Fill in the message slip with the information you got from the flash movie

Message: __________________________________

To: _______

From: ______

Telephone number:______

Repeat the guidelines with the help of the pictures

1. Start with an effective __________.

2. ask the caller if he / she would like to __________

Reference:1. message taking system2. leave a message

Repeat the guidelines with the help of the pictures

4. __________in responding to the caller’s request.

3. Ask the caller to spell his / her__________.

Reference:3. name and organization4. Take a brief message

Repeat the guidelines with the help of the pictures

5. make sure you write down correctly such information as the_____, _____, _____,etc.

6. After the call, record the_____ and _____ of the telephone call.

Reference:5. telephone number, the date and time, the place of a meeting6. date and exact time

Repeat the guidelines with the help of the pictures

Reference:7. Sign your name

7. _____ in the right place.

Analyze the key elements in a telephone message slip （ Sample 1-3）

Information of the recipient

Information of the caller

Time and date of calling

Common occasions of phone calls

Body of the message

Signature

Analyze the key elements in a telephone message slip （ Sample 1-3）

Information of the recipient

To: _____________

Call to: （ Person ） _____________ （ Department ） _____________ （ Extension ） _____________

Analyze the key elements in a telephone message slip （ Sample 1-3）

Information of the caller

Name of the caller : ______Organization:______Area Code:______ Phone Number: _____ Extension:_____

From:______Company:______Telephone number:______

Person initiating the call:______

Analyze the key elements in a telephone message slip （ Sample 1-3）

Time and date of calling

P.M. Date:______ Time:______ A.M.

Date of call: ______ Time of call:______

Common occasions of phone callsTelephoned Please call Will call again Wants to see you Urgent

Analyze the key elements in a telephone message slip （ Sample 1-3）

Body of the message

Message: __________________

Purpose of call: _____________

Comments: _________________

Signature

Taken by: __________________

17

Watch a video and practice taking a

phone message.

18

Listen to an audio. First, try to note

down the important information. After

class, complete the phone message slip

and hand it in next time.

Homework

谢谢！Thank you!

19