Making a Call and Leaving a Message (Beg)

Summary

Students will practice making a business telephone call and leaving a message.
Student Level: 
Beginner
Unit Group: 
General Business - Telephoning

Warm Up (5 mins)

How often do you make business telephone calls?

What do you usually say at the beginning of a call?

Listening (5 mins)

Listen to the audio and choose the correct answers below.

1) Debbie Fisher is on her way to:

a) a restaurant

b) an office

c) her home

2) She is travelling by:

a) train

b) bus

c) taxi

3) Mr Young:

a) doesn't know her phone number

b) used to have her phone number

c) has her phone number

Reading Comprehension (10 mins)

Read the article.

In your own words, explain the steps of calling and leaving a message.

Grammar (5 mins)

Using names

How we express people's names depends on whose name we are saying and whether it is a formal or informal context.

Rule 1. - NEVER just use somebody's family name, ALWAYS attach Mr. or Ms. (or Mrs. if you know they are married).

Rule 2. - ONLY use somebody's given name if you know them very well (e.g. a close co-worker).

Rule 3. - When refering to yourself, use your FULL NAME unless you are sure the other person knows who you are.

Focus

Example

Asking for someone (formal)

May I speak to Mr. McGregor, please?

Asking for someone (informal)

Can I speak to Brad, please?

Refering to yourself (formal)

This is Max Dempsey from the Operations Department.

Refering to yourself (informal)

This is Max from Operations.

Practice asking for these people and saying who you are.

1) President of a supplier company - Gary Jenkins

2) Your good friend who works in the same department - Lucy Preston

3) A co-worker in another department who you have never met - Richard Hobson

4) A customer who you have met one or two times (you know she is married) - Jean Hilton

5) One of your subordinates - Shane Thompson

 

Practice calling and asking for various people in your organization.

Vocabulary (5 mins)

Sentence
_______ an email to me as soon as possble.
_______ me back with the monthly sales figures.
_______ the key points of the meeting.
_______ an appointment to discuss the new product range.
_______ the design to include the new features.
_______ the meeting because I will be too busy to attend.

1) Choose the best word to complete the above sentences.

cancel call send update make summarize

2) Change the sentences into a request form.

e.g. "Could you please send an email to me as soon as possible?"

Role Play (15 mins)

CharactersDialogue
Luke:[brrrring-brrrring] Hello, ProNext Ltd. This is Luke speaking.
Kazue:Hello. This is Kazue Watabe from Logistic Support Ltd. May I speak to Mr Davidson, please.
Luke:I'm sorry but Mr Davidson is away from his desk at the moment.
Kazue:I see. Do you know when he will be back?
Luke:I'm afraid I don't know. Would you like me to take a message?
Kazue:Yes, please. Could you ask him to call me back? I would like to discuss his presentation next week.
Luke:Certainly. Could I have your contact information please?
Kazue:Sure. Once again, my name is Kazue Watabe from Logistic Support Ltd and my number is 090 8654 9922.
Luke:OK. And when is the best time to catch you?
Kazue:Anytime this afternoon before 5pm, please.
Luke:Alright, I'll make sure he gets the message as soon as he returns. Is there anything else?
Kazue:No, that's all. Thank you for your help. Goodbye.
Luke:Goodbye.

Imagine you have to call a company that you often do business with.

Try the role play again, this time substituting your own information.

Try it a third time but this time imagine your call goes to voicemail. Leave a message.

Extension Activity

When do you think it is better to use the telephone rather than send an email?

Review and Quiz (5 mins)

Do you have any questions about this lesson?

What did you learn today?

Did you learn any new vocabulary or expressions?

Ask your instructor for tips on how you can improve your English.

Finally, don't forget to take the quiz after all your lessons are finished today.

Thank you !