Worksheet 3e / Leaving Voice Messages (core) VTC LAN 6030

VE & CS

Leaving Voice Messages

Task 1

If we are not available to answer our phone call, we can ask the caller to leave his/her
message on our voice mail box or answering machine so that we can listen to it when
we are available.

On the other hand, if we cannot reach the person we want to talk to on the phone, we
can record our voice message on his or her voice mail box or answering machine if
it’s available.

The following are examples of voice mails from (A) the receiver and (B) the caller.
Identify the special features of each.

A. Inviting the caller to leave a voice mail

Example 1

Hello. This is World Software Company. We’re sorry we can’t take your call at the
moment. Please leave your name, phone number and message after the tone and
we’ll get back to you as soon as we can. Thank you for calling.

Example 2

Hello. You have reached 2589 9661. I can’t answer your phone right now. Please
leave your name and phone number after the beep and I’ll call you back as soon as
possible. Thank you.

List the main features of the two voice mails above:

1. _________________________________________________________________

2. _________________________________________________________________

3. _________________________________________________________________

4. _________________________________________________________________

5. _________________________________________________________________

6. _________________________________________________________________

Practise saying the two recorded messages in a happy and lively voice.

Date of Revision: July 2007 Page 1 of 5

Worksheet 3e / Leaving Voice Messages (core) VTC LAN 6030
VE & CS

B. Leaving a voice mail

Example 1

Hello. This is Paul Mak from Bright Engineers. I’d like to speak to Maggie Tay in
the Sales Department. Could Ms Tay please call me back as soon as possible? She
knows my number. Thank you.

Example 2

Hi, Patty. It’s John here. I’m calling to let you know that we need your detailed
project plan by next Monday. I want to talk to you rather urgently. Could you call
me back as soon as possible? Use my mobile – 8763 0333. Thanks.

Write down the steps in leaving a voicemail message.

1.___________________________________________________________________
2. __________________________________________________________________
3. __________________________________________________________________
4. __________________________________________________________________
5. __________________________________________________________________

Task 2

You are Pat Lam, a clerk in AAL International Limited. Write a message to be
recorded on your own voicemail system. Use the above sample recorded messages to
help you. Remember to keep your message concise.

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

_____________________________________________________________________

Date of Revision: July 2007 Page 2 of 5

Worksheet 3e / Leaving Voice Messages (core) VTC LAN 6030
VE & CS

Leaving Voice Messages

Task 1 Listening

You are the receptionist of Advance Technology Company. Every morning, you need
to listen to the voice messages that have been left on the answering machine after the
office hours the day before.
Listen to the following recorded messages and fill in the telephone message pads
below.

1.

From:
To:
Tel: Date/Time:
Message:

2.

From:
To:
Tel: Date/Time:
Message:

3.

From:
To:
Tel: Date/Time:
Message:

Date of Revision: July 2007 Page 3 of 5

Worksheet 3e / Leaving Voice Messages (core) VTC LAN 6030
VE & CS

Task 2 Listening

Listen to the two recorded messages on the answering machine. They are for your
boss, Mr. Wong. Write down the messages for him. Use today’s date and time.

(1) PHONE MESSAGE (2) PHONE MESSAGE

To: Mr. Wong To: Mr. Wong

From: Mr. / Ms .................................. From: Mr. / Ms ...............................…

of ............................………..... called of ...................................……...called

Phone no. ............................……...... Phone no. ...............……...................

Date/Time: ………………………….. Date/Time: ……………………………

Message ...... Message ......

………................................................ ………................................................

..... .....

…………........................................... …………...........................................

…………........................................... …………...........................................

…………........................................... …………...........................................

…………............................................ …………............................................

………….................... ………….....................

Date of Revision: July 2007 Page 4 of 5

Worksheet 3e / Leaving Voice Messages (core) VTC LAN 6030
VE & CS

Task 3 Pair Work

In pairs write out the two voice messages for Student A and Student B.

a)
Student A:
You are Chris Chan. You are going to a movie with your friends this evening, so
you want to leave a message on your voicemail system in case anyone calls you
while you are away.

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

b)
Student B:
You are Jo Wong. You want to call Chris Chan to see if he can have dinner with
you tomorrow evening. However Chris is not on the phone and he wants you to
leave your message on his voicemail system. Record your voice message.

_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________

Date of Revision: July 2007 Page 5 of 5