Worksheet 3f / Leaving and Taking Telephone Messages (core) VTC LAN 6030

VE & CS

Leaving and Taking Telephone Messages

Role-play (Set 1) Student A

Part A

Time allowed : 2 minutes for preparation

: 3 minutes for role-play

Situation:
You are April/Andy Tam. You work in First Class Restaurant. Call William Wu.

You want to tell William Wu the following:

Dinner booking – confirmed
Details of the booking – 29 March, 10 people, non-smoking area
You want William to call you before 3 pm today

Your partner will begin the call. You should finish the call within 3 minutes. You can
take notes during the preparation and the conversation.

Part B

Time allowed : 2 minutes for preparation

: 3 minutes for role-play

You are Lily/Leo Tam. You work in the Marketing Department of Lee’s Corporation.
You are alone in the office. Everyone else is in a meeting.

Answer the call from Student B. Take a message if necessary.

You begin the call. You should finish the call within 3 minutes. You can take notes
during the preparation and the conversation.

Date of Revision: July 2007 Page 1 of 8

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

Leaving and Taking Telephone Messages

Role-play (Set 1) Student B

Part A

Time allowed : 2 minutes for preparation

: 3 minutes for role-play

You are Bill/Betty Chung. You work in American Bank. You are alone in the office.
Everyone else is in a meeting.

Answer the call from Student A. Take a message if necessary.

You begin the call. You should finish the call within 3 minutes. You can take notes
during the preparation and the conversation.

Part B

Time allowed : 2 minutes for preparation

: 3 minutes for role-play

You are Jenny/Joseph Fong. You work in the World Fashion Co. Call Robert Cheung.

You want to tell Robert Cheung about the following:

Meeting room – booked
Details of the booking – 4 April 2003, 10:00 a.m. to noon, with projector
You want Robert Cheung to call you before 5:00 p.m. today.

Your partner will begin the call. You should finish the call within 3 minutes. You can
take notes during the preparation and the conversation.

Date of Revision: July 2007 Page 2 of 8

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

Suggested Dialogue for Part A

(Phone rings…..)

B: Good morning, American Bank, may I help you?

A: Good morning. This is April Tam from First Class Restaurant. Can I speak to Mr.
William Wu, please?
B: Mr Wu? I am afraid he is not available at the moment. He’s in a meeting. Would
you
like to leave a message?
A: Yes, please. It’s about his dinner booking.
B: Let me jot it down: about his dinner booking.
A: Please tell Mr. Wu that his dinner booking on the twenty-ninth of March is
confirmed. It’s a table for 10 people in the non-smoking area.
B: OK. So…it’s on the twenty-ninth of March. It’s a table for 10 … in the non-
smoking area. Is that right?
A: Yes, that’s right. Could you also tell Mr Wu to call me back before 3 this
afternoon?
B: Yes, sure. May I have your name and the name of your restaurant again, please?
A: It’s April Tam of First Class Restaurant.
B: Is your name spelt A-P-R-I-L?
A: Yes, that’s correct.
B: And you are from First Restaurant?
A: No, it’s First Class Restaurant.
B: Sorry, First Class Restaurant. Does Mr Wu have your phone number?
A: Yes, but it’s two double three eight three six double one.
B: So, it’s two double three eight three six double one. I’ll pass the message on to Mr
Wu after his meeting.
A: Thanks a lot for your help.
B: You are welcome. Bye.
A: Bye.

Date of Revision: July 2007 Page 3 of 8

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

Leaving and Taking Telephone Messages

Role-play (Set 2) Student A

Part A

You are an assistant engineer in New Century International. Your boss, Mr. Steve
Chung, is at a meeting for the whole day. You received a phone call for him this
morning. Take the message for him.

New Century International

Attention: *Mr./Mrs./Miss/Ms
While you were out
*Mr./Mrs./Miss/Ms _________
of
Phone no.
Date & Time

Telephoned  Please call him/her* 

Called to see you  Will call again 
Wanted to see you  Urgent 

Message:

Message received by:

*Delete whichever is inapplicable.

Part B

You are Mr. Steve Chung. You have arranged shipment of the consignment ordered by
Mr. Davidson. It should arrive in two days’ time. Call Mr. Davidson and tell him the
message. If he is not available, leave him a message.

Date of Revision: July 2007 Page 4 of 8

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

Leaving and Taking Telephone Messages

Role-play (Set 2) Student B

Part A

You are Edwin Davidson of Solar Energy Systems. You have ordered some electrical
components from New Century International. The contact person is Mr. Steve Chung.
Call him and ask about the delivery. If he is not available, leave a message. Make up
the details that you need.

Part B

You are Mr. Davidson’s assistant. He is on the phone at the moment. Answer the
incoming call and take the message for him.

Solar Energy System

Attention: *Mr./Mrs./Miss/Ms
While you were out
*Mr./Mrs./Miss/Ms _________
of
Phone no.
Date & Time

Telephoned  Please call him/her* 

Called to see you  Will call again 
Wanted to see you  Urgent 

Message:

Message received by:

*Delete whichever is inapplicable.

Date of Revision: July 2007 Page 5 of 8

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

Leaving and Taking Telephone Messages

Role-play (Class Activity) Student A

This morning you will be very busy since you need to make 6 phone calls. The
following tables contain all the details you need. Walk around the classroom to find the
right ‘company’ and make appropriate phone calls. Invent details like your name and
company name.

1 Telephone Advanced Consultancy Co. Ltd.

Ask for Edmund Lee, Project Manager

You want to meet him next week to discuss a project

2 Telephone Citibank

Ask for Thomas Yip, the Manager

You want to speak to him in person

3 Telephone J & B Building Supplies Co.

Ask for Henry Ho, Sales Manager

You want to send him a copy of their new catalogue and price list

4 Telephone Hayashi Steel Company

Ask for Mr. Matsuo
You want to invite him to lunch next week. Find out which day he is
free and offer to pick him up at his office at 1 pm.

5 Telephone Polaroid Photocopier

Ask for Service Department
You want to ask the service technician about a particular fault with your
photocopier and ask if they can send a technician to check the
machine

6 Telephone Wing Lok Chinese Restaurant

You want to book a table for six people for 8:30 pm. tonight, non –
smoking section

Date of Revision: July 2007 Page 6 of 8

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

Leaving and Taking Telephone Messages

Role Play (Class Activity) Student B

Your teacher will assign each one of you a different company from the following list.
Prop up the sign of your company on your desk. Student A(s) will take turns to call
you. Answer their calls and offer to take messages.

---------------------------------------------------------------------------------------------------------
---
You are the receptionist of Advanced Consultancy Co. Ltd. Answer all incoming
phone calls and take messages as requested.

Advanced Consultancy
Co. Ltd .

---------------------------------------------------------------------------------------------------------
---
You are the receptionist of Citibank. Answer all incoming phone calls and take
messages as requested.

Citibank
---------------------------------------------------------------------------------------------------------
---
You are the receptionist of J & B Building Supplies Company. Answer all incoming
phone calls and take messages as requested.

J & B Building Supplies

Company
Date of Revision: July 2007 Page 7 of 8
Worksheet 3f / Leaving and Taking Telephone Messages (core) VTC LAN 6030
VE & CS

You are the receptionist of Hayashi Steel Company. Answer all incoming phone calls
and take messages as requested.

Hayashi Steel Company

---------------------------------------------------------------------------------------------------------
---
You are the receptionist of Polaroid Photocopier. Answer all incoming phone calls
and take messages as requested.

Polaroid Photocopier

---------------------------------------------------------------------------------------------------------
---
You are the receptionist of Wing Lok Chinese Restaurant. Answer all incoming phone
calls and take messages as requested.

Wing Lok
Chinese Restaurant

---------------------------------------------------------------------------------------------------------
---

Date of Revision: July 2007 Page 8 of 8