《 Professional English for Secretaries 》 Unit 2 Phone Calls Handling Task 4 Taking a phone message 1.

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Presentation transcript:

《 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