《 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
4 reference Caller: Jane Person to be called: Mr. Wang
5 reference Message: call her back
6 reference Phone number:
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 system 2. 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 organization 4. 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 meeting 6. 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 calls Telephoned 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