In today’s fast-paced world, clear and concise communication is key. Phone messages, whether left on voicemails or relayed by a receptionist, play a crucial role in ensuring information is delivered effectively.
Be Clear, Be Concise
Here are some essential phone message templates to help you communicate efficiently in various situations:
1. Leaving a Message for Someone Unavailable:
- Introduce Yourself: company affiliation (if applicable).
- State the Reason for Your Call: Briefly explain why you’re calling. Be clear and specific about the purpose of your message.
- Request a Callback: Ask the recipient to return your at their earliest convenience. You can offer your preferred timeframe for a callback if relevant.
- Leave Your Contact Information: Clearly state your phone number, and consider including your email address if appropriate.
Example:
“Hi [Name], this is [Your Name] from [Company Name]. I’m calling regarding [Reason for Call]. Could you please return my call at your earliest convenience? My number is [Phone Number], and you can also reach me by email at [Email Address]. Thanks!”
2. Relaying a Message to Someone:
- Identify the Caller: Start by stating who the message is However if you want to know more about a career from (their name and company affiliation, if applicable).
- Convey the Message Clearly: Deliver the message accurately and concisely. If there are any specific details or actions required, mention them clearly.
- Offer Additional Information (Optional): If the caller wants the recipient to contact them directly, offer their contact details.
Example:
“Hi [Name], this is [Your Name] at the front desk. You have a message from [Caller Name], from [Company Name]. They said [Deliver Message Here]. They can be reached at [Phone Number] or [Email Address] if you need to get in touch.”
3. Leaving an Urgent Message:
- Start with Urgency: Clearly state the urgency of your call at the beginning.
- Provide Essential Details: Briefly explain the nature of the urgent matter.
- Request a Prompt Response: Emphasize the need for a quick callback or response.
Example:
“Hi [Name], this is [Your Name] calling. This is urgent. There’s Ditch the Inbox Chaos Building a Secure Contact Form with a MySQL Database been a [Brief Description of Urgent Matter]. Please return my call as soon as possible. My number is [Phone Number].”
REMEMBER:
- Keep it short and sweet. Aim for under 30 seconds.
- Speak clearly and slowly, especially when leaving a voicemail message.
- Proofread any email messages before sending them.
