Offering to Take a Message
After informing the caller of the person's unavailability, you proactively offer to take a message on their behalf, asking if there's anything you can help with or convey.
Dialogue
Listen and follow along with the conversation
Vocabulary
Essential words and phrases from the dialogue
available
Means someone is free to talk or meet. Opposite of 'unavailable' when a person can't answer the phone right now. Use it in phone calls: 'Is John available?'
take a message
To write down important information from a caller for someone who isn't there. Common in office or home phone situations: 'Can I take a message?'
stepped out
Means someone has left the room or office for a short time, like for a break or quick errand. Polite way to say 'gone out briefly': 'He's stepped out, but he'll be back soon.'
deadline
The last date or time by which a task must be finished. Useful in work contexts: 'What's the deadline for this report?'
moved up
To change a date or event to an earlier time. In business: 'The meeting has been moved up to Monday.' Opposite of 'pushed back.'
got it
Informal way to say 'I understand' or 'I've noted it down.' Use in conversations to confirm: 'The deadline is Friday. Got it?'
make sure
To ensure something happens or is done correctly. Polite in promises: 'I'll make sure he gets the message.'
Key Sentences
Important phrases to remember and practice
Hello, this is Sarah. Michael isn't available right now. Can I take a message for him?
This is a polite phone greeting when answering for someone else. 'Isn't available' uses present continuous negative for current unavailability. Useful for offering help in calls; practice for customer service or friends.
I was hoping to catch Michael about the project deadline.
Expresses a past intention to speak to someone. 'Catch' means to reach by phone. 'Hoping to' shows expectation. Great for explaining why you're calling in professional talks.
He's stepped out for a meeting and won't be back for an hour or so.
Gives a reason for absence with future prediction 'won't be back.' 'Or so' adds flexibility to time. Use this to inform callers politely and buy time.
Would you like to leave a message, or is there anything I can help with?
Offers options using 'would you like' for politeness and 'or' for alternatives. Shows helpfulness. Essential pattern for service situations to keep the caller satisfied.
Could you tell him that the deadline for the Q3 report has been moved up to next Tuesday, not Friday?
Requests relaying info with 'could you' for politeness. Present perfect 'has been moved up' explains a recent change. Useful for giving specific instructions over phone.
Okay, the Q3 report deadline moved to next Tuesday. Got it. Is there anything else?
Confirms understanding by repeating key info. 'Got it' is casual confirmation. 'Is there anything else?' checks for more. Practice for accurate message-taking to avoid mistakes.
Got it. I'll make sure he receives the message about the deadline and your number, James.
Repeats confirmation and promises action with 'I'll make sure.' Future simple 'receives' for assurance. Ends positively; use to close calls professionally.