Work in pairs and make up short dialogues “Asking to speak to someone”. Use phrases given below.

 

 

 

You don’t say I am X

 

 

 

Use the following phrases for practicing in giving and taking messages.

- I’m calling about …

- I’m calling to confirm that …

- Could I leave a message?

- Could you tell Y that …?

- Could you ask Y to call me back? My number’s …

- I wonder if you could call back later?

- Can I ask who’s calling?

- Who’s calling please?

- Which company are you calling from?

- May/Can I ask what it’s about?

- May/Can I take a message?

- Would you like to leave a message?

- I’ll ask him/her to call you (when he/she gets back)

- I’m sorry, it’s a bad line. Could you repeat that, please? (Could you speak up, please?)

- I’m sorry, I didn’t catch your name. Could you spell it, please?

- Did you say your number is …?

- Where did you say you’re calling from?

It is often necessary to take notes during phone conversations. You can do this by shortening words, like days of the week, and using abbreviations. The notes may not be just for your own use, but other people may need to be able to understand them too.

Here are some ways how you can shorten words:

Re/re = about, regarding, on the subject of	HQ = headquarters
e.g. (Latin: exempli gratia) = for example	MD = Managing Director
NB (Latin: nota bene) = note, notice especially	info = information
i.e. (Latin: id est) = that is, like	asap = as soon as possible
p.a. (Latin: per annum) = per/each year	sb (smb) = somebode/someone
c = about, approximately	@ = at
cf. = compare with	v = against
a.m. = morning	& = and
p.m. = afternoon	pl/pls = please
eve = evening	no. = number
4 = for	2 = to

4. a) Rewrite these notes in full form.

1. Meet Rosalia Tues @ 3 p.m.

2. Send Mauro info re sales figs asap.

3. Can sb go to HQ on Thurs a.m.?

4. Urgent meeting Mon a.m. re sales & stock figs.

5. Ring Gina asap – NB out after 2.

 

b) Put these sentences into note form.

1. Please call Adriano about the meeting on Tuesday afternoon.

2. Headquarters want some information about the number used each year.

3. Simon needs figures for the presentation, for example, the budget figures compared with the sales figures for September.

4. There will probably be about 200 people at the conference in February.

5. Note that the Managing Director will be away from Tuesday to Thursday.

c) Work in pairs and write a five-sentence business message in a shorten form. Exchange your messages with another pair and try to reconstruct their message in full form.

Here are some ways of finishing a conversation without sounding abrupt (rude).

- See you on Friday then. - Yes, I'll look forward to seeing you on Friday.

- I'm going to have to go now.

- I've got to go to a meeting. - (It's been) good talking to you.

- I've got to go and see someone.

- (It's been) nice talking to you. - Nice talking to you.

- Good to talk to you. Talk to you soon, no doubt.

- We'll be (back) in touch soon. - Thanks for calling/phoning

- Look forward to hearing from you soon.