Here's a post about a key telephone skill which many people often overlook!
Many people feel that leaving a clear and concise voice-mail message over the phone is a difficult and uncomfortable thing to do, so they usually simply hang up the phone.
However, leaving such a message is rather straight-forward as long as you clearly know what you are going to say.
Remember that you should include the following points and if you remember, place them in this order:
- Introduce your self – name (most definite) and company (if necessary);
- Time of the day (optional);
- Reason for calling;
- Request action from the receiver;
- Close down.
The following are a few examples:
Situation 1
Hello. This is International Software Consultants. We’re sorry we can’t take your call at the moment. Please leave your name, number and message after the tone and we’ll get back to you as soon as we can. Thank you for calling.
| This is Rory Chan from Newbridge Consultants here. It’s 10.30, Monday 28 February. I was just calling to let you know that we don’t need your report until next week now. No need to call back. Bye for now. |
Situation 2
Hi! You’ve reached the voice-mail of Rosemary Tsang. I can’t answer the phone at the moment but I’ll call you back if you leave your name and number after the beep. Thanks.
| Rosemary - it’s Simon Leung here. I’m just calling to invite you out for lunch next Friday, the 16th. I’ll drop you an e-mail – perhaps you could let me know if you’ll be able to make it? Look forward to hearing from you. Many thanks. |
Situation 3
Hello. You’ve reached 2358 4081. I can’t answer the phone at the moment but if you leave your name and number after the tone, I will get back to you as soon as possible.
| Hello Max, it’s David here from Lands Bureau. I’m calling to let you know that we’ve run into some problems with the contract and I need to speak to you rather urgently. Could you call me back as soon as possible? My number again is 27879986. Thanks. |