How to Take a Phone Message in English

There are a lot of books about telephone English.  A lot of class time is spent on the topic as well.  The standard telephone English lesson says that you should take a message like this:

“I’m sorry, Mr. Smith is not available right now.  May I take a message?”

Or something like that.  But the danger of offering to take a message is that the caller might give you a difficult message!  Like this:

“Yes, thank you very much, could you please tell Mr. Smith that something came up and I’ll be unable to attend the meeting on next Tuesday.  Is there any way we could maybe push it back to the 18’th or some other time after that?  I’ll be available if it’s BEFORE 2 o’clock.  Unfortunately I’ll be busy after 2, so it’s better if we plan for earlier.  Thank you.”

Could you catch all of that over the telephone at native speed?  As you can see, sometimes taking a message is the wrong thing to do.  Instead, just offer to have Mr. Smith call them back, like this:

“I’m sorry, Mr. Smith is not available right now.  May I have him call you back?”

This way, all you have to do is get their name and number, and you’re done!

3 Steps to Help you Understand Someone Speaking in Another Language

How do you communicate with someone who is a much higher level speaker than you are?  Don’t be nervous that you cannot communicate well with people that you meet, instead of trying to listen to someone use 100% natural English with you – stop them.

Take these few steps to make sure that you can keep some control of the conversational situation.

1.     STOP them – Don’t just listen to the other person if they are speaking too fast.  Stop them!  Use a phrase such as “Wait a moment” or “Excuse me” hold the other person while you can think.  Remember to be aggressive!  Use a strong voice to interrupt people.

2.     CLARIFY what they mean – After stopping someone, they will be waiting, so ask your question.

·       If they are too FAST – “Could you please speak more slowly?”

·       If you want them to repeat themselves – “Could you please say that again?”

·       If you don’t know what they mean – “What does that mean?” or “What do you mean?”

3.     CONFIRM that you understand – Make sure that you really understand someone.  Try a phrase like “So you mean….” Or “Let me see if I understand, you mean…”

If you can follow these steps then even if you are a low level speaker, you will have a better chance to understand what somebody is saying to you.  Just remember to be brave!  It is hard to say “Excuse me” when somebody is speaking – don’t wait!  Just say it and you will be able to avoid miscommunication early.