Gathering Key Information
The caller provides the message, and you actively listen and note down essential details such as the caller's name, contact number, the purpose of the call, and any urgent actions required.
Dialogue
Listen and follow along with the conversation
Vocabulary
Essential words and phrases from the dialogue
available
Means someone is free to talk or can be reached right now. Use it when asking if a person is ready for a call, like 'Is he available?'
out of the office
An idiom meaning someone is not at work or their desk at the moment, often because they are away or in a meeting. It's polite for professional settings.
rescheduled
Means to change the time or date of an event, like a meeting, to a new one. Useful for business or planning talks.
urgent
Describes something that needs quick attention or action because it's important. Say it to show priority, like 'It's urgent, please call back soon.'
call back
A phrasal verb meaning to return a phone call later. Common in phone conversations when someone can't talk right away.
you're welcome
A polite response to 'thank you.' It's a standard way to acknowledge help or thanks in English conversations.
Key Sentences
Important phrases to remember and practice
How can I help you?
This is a polite opening question when answering the phone in a professional setting. It shows you're ready to assist and invites the caller to explain their needs. Use it at the start of calls.
I'm afraid Peter is out of the office right now.
A gentle way to say someone is unavailable. 'I'm afraid' softens bad news politely. Useful for informing callers without being direct or rude.
Can I take a message for him?
Offers to record information for the absent person. This sentence uses 'can I' for polite requests and is essential in message-taking scenarios to keep the conversation going.
Could you tell him that our meeting has been rescheduled?
A polite request using 'could you' for formality. It relays important details like changes in plans. Great for business English to ask someone to pass on information.
Is there anything else?
Checks if the caller has more to say before ending. It's a useful closing question in service situations to ensure you've covered all points and shows good listening skills.
So, Peter needs to call you back urgently at 555-0123. Is that correct?
This repeats key details for confirmation, using 'so' to summarize and 'is that correct?' to verify accuracy. Important for avoiding mistakes when taking messages; practice paraphrasing for clarity.
You're welcome. I'll make sure he gets the message as soon as he's back.
Responds to thanks and reassures the caller. 'You're welcome' is idiomatic politeness, and the promise builds trust. Use at the end of helpful phone interactions.