Worksheet 3d/Leaving & Taking Telephone Messages (core) VTC LAN 6030

VE & CS

Leaving and Taking Telephone Messages

Task 1 Listening – Leaving and Taking Telephone Message

Listen to a telephone conversation and fill in the gaps.

You: Good afternoon, Euro Export Company.

Caller: Good afternoon. _________________________ Tony Chan, please?

You: I’m sorry. Mr. Chan is on leave __________________________. He

______________________________ next Monday. Can I help you?

Caller: Well, it’s not really urgent. __________________________ that the invoice
is not ready yet, won’t you?

You: _______________. ‘invoice…not…ready..’. And _________________

_________________ your name, please?

Caller: Chris Kennedy…. And I’m from Sharp Electronics.

You: Chris… Kennedy. Is it spelt as C-H-R-I-S, K-E-N-N-E-D-Y?

Caller: Yes, _________________.

You: Thank you, Mr. Kennedy. And are you ___________ Sharp Electronics?

Caller: Yes.

You: And ____________________ your phone number, please?

Caller: Well, Tony _________________ my phone number.

You: I see. Well, I’ll _________ on the message to Mr. Chan when he comes
back next Monday.

Caller: OK, thank you. Bye.

You: Bye.

Practise the conversation with your partner.

Date of Revision: July 2007 Page 1 of 4

Worksheet 3d/Leaving & Taking Telephone Messages (core) VTC LAN 6030
VE & CS

Task 2 Listening – Taking Telephone Message

You work for American Export Company as a junior secretary. Using the telephone
message form below, take down the caller’s message.

AMERICAN EXPORT COMPANY

Attention:

While you were out

Name: __________________________________
of ____________________________________________________________ called.
Phone No. _______________________________
Date & Time: _________________________________________________________
Message:_____________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Leaving and Taking Telephone Messages

Task 1 Pair Work

Date of Revision: July 2007 Page 2 of 4

Worksheet 3d/Leaving & Taking Telephone Messages (core) VTC LAN 6030
VE & CS

There are two telephone messages below. Based on each message do the following:
a) Write out a logical and natural telephone conversation.
b) Then practise the conversation in your best manner.

Telephone Message 1
Hong Kong Bank
To: Peter Chan, Sales Manager
From: Daisy Chan, Receptionist
Message: Helen Lee of Tin Tin Catering called, asking you to give her a call when
you get back to the office. She said you had her phone number.

a) Conversation:
Receptionist: Good morning, ___________________________________________?
Caller: ___________________________________________________, please?
Receptionist: I am afraid ________________________________________________.

Would you like ____________________________________________?

Caller: I’d like to talk to him directly. Would you ask ____________________

_________________________________________________________?
Receptionist: Certainly, Ma’am. ________________________________________

name, please?
Caller: My name is ___________________________________ and I am from

________________________________________________________.
Receptionist: ______________________________________________ phone number,

please?
Caller: I think he _________________________________________________.
Receptionist: Let me confirm. ___________________________________________

and you’d ________________________________________. Right?

Caller Yes.
Receptionist: Anything else, Miss Lee?
Caller: No. Thanks for your ___________.
Receptionist: __________________________________.

Practise the conversation in the most natural way.

Telephone Message 2

Date of Revision: July 2007 Page 3 of 4

Worksheet 3d/Leaving & Taking Telephone Messages (core) VTC LAN 6030
VE & CS

Chung’s Interior Design

To: Joseph Lee
From: David Lee, Receptionist
Message: Mr. Peter Cheung of High Quality Printing Company asked you to send
someone to collect the calendars you have ordered by 5 p.m. tomorrow.
They close at 5 p.m. Call him back at 3451-7564 if you can’t make it or for
any enquiries.

a) Conversation:

Receptionist: ______________________________________________________ you?

Caller: ___________________________________________________, please?
Receptionist: I am afraid ________________________________________________.

_________________________________________________________?
Caller: Yes, please. ________________________________________________

__________________________________________________________.
Receptionist: ______________________________________________ name, please?
Caller: My ______________________________________________________.
Receptionist: May I know which company __________________________________?
Caller: I am from _________________________________________________.
Receptionist: And can I have your phone number, please?
Caller: __________________________________________________________.
Receptionist: So, you are Mr. ____________________ from ____________________.

You would like Mr. __________________ to send someone to

__________________________________________________. Right?
Caller: Yes.
Receptionist: OK, Mr. __________. I’ll pass your message to Mr. _____________.
Caller: Thanks for your help.
Receptionist: You are welcome. Bye.

Practise the conversation in the roles of the receptionist and caller.

Date of Revision: July 2007 Page 4 of 4