Taking a Telephone Message

Taking a Telephone Message

Here are some common phrases and sentences you can use when speaking on the telephone.

Formal and Informal

Telephone Expressions

The informal phrases are mostly for family and friends.

The formal phrases are for business and official calls and for calls to important people. 

Caller Unknown

Caller unknown means the person answering the phone doesn't know who's calling. This mostly occurs when answering a call to a landline phone without caller ID or to a mobile phone or smartphone from a number that isn't listed in the phone's contacts.

Answering the phone (informal)

• Hello. Matt here. (caller unknown)

  Hi, Jody. How are you?

  Hey, Justin. What's up?

• Answering the Phone (formal) 

• Hello? Serena speaking. (caller unknown)

  John Sayles speaking. Who's calling, please? (caller unknown)

  Doctor Martin's office. May I know who's calling, please? (caller unknown)

  Thank you for calling Jeans Plus. Jody speaking.

  City Library. Kim speaking. What can I do for you, Robert?

   

Introducing Yourself

• Hey George. It's Lisa calling. (informal)

• Hello, this is Julie Madison calling.

• Hi. It's Angelina from the dentist's office here. (informal)

• Hello Sayoko. This is Alan calling from Big Boyz Autobody.

Asking to speak with someone

• Hi. Is Nina there? (informal)

• Can you put Michael on? (informal)

• Can I talk to Josef? Tell him Marilyn's calling. (informal)

• May I speak to Mr. Green in the accounting department, please?

• Good morning. Is Dr Martin available, please?

Connecting someone

• Just a sec. I'll get him. (informal)

• Hang on a moment. I'll see if she's in. (informal)

• One moment please. I'll see if he's available.

• Hold the line please. I'll put you through in a moment.

• Please hold while I put you through to the manager's office.

• All of our staff are busy at this time. Please hold for the next available person.

Showing Problems and Making a Request

• Could you please repeat that?

• Would you mind spelling that for me?

• Could you speak up a little, please?

• Can you speak a little slower, please. My English isn't very good, I'm afraid.

• Could you let me know when she'll be in the office, please?

• Can you call again? I think we have a bad connection.

• Please hold for just a minute. I have another call.

Taking a Message

• Can I take a message?

• Would you like to leave a message?

• Sammy's not in. I can tell him you called if you like. (informal)

• Fine. I'll let him know you called.

• I'm sorry, but Lisa's not here at the moment. Can I take a message?

• I'm afraid he's stepped out. Would you like to leave a message?

• She's busy right now. Would you like her to return your call?

Leaving a Message

• Can I leave a message?

• Would you mind giving her a message?

• Would it be possible to leave a message?

• Could you tell her Jonathon called?

• Could you ask him to call Paul when he gets in?

• I don't think he has my number. Do you have a pen handy?

• Thanks. It's James Brown and my number is 222 3456.

Confirming a Message

• Let me repeat that just to make sure. It's James Brown at 222 3456?

• Was that 555 Charles Street, Apartment 66?

• It's Johnny, right? And you won't be at the club until midnight. (informal)

• Okay, got it. I'll let him know. (informal)

• I'll make sure he gets the message.

Ending a Conversation

• Well, I guess I'd better get going. Talk again soon, OK? (informal)

• Thanks for calling. Bye for now.

• I'll talk to you again soon. Bye Jules

 Special Alphabet

Sometimes we have to spell something over the telephone like an address or a name. Native English speakers often use a special alphabet when they spell over the phone. For example, "The postcode is B2V 3A8. That's B for Bravo, number 2, V for Victor, number 3, A for Alpha, number 8."