How to Take Telephone Messages

Last Updated: February 14, 2022

In the age of cell phones, telephone etiquette has largely gone by the wayside. Knowing how to take messages is still useful when you're working in an office or taking calls for someone else. Being polite, writing everything down, and delivering the message promptly are key!

Steps

1
Answer the phone. The person on the other end asks for your immediate supervisor or co-worker who is not at his/her desk. The first thing you should do is say, "He/she isn't available at the moment. Can I take a message?" Assuming they say yes continue to the next step. If they say no then please insist they at least allow you to help them. If they refuse politely, ask the person to at least give you their name and company name; be sure to jot down their number off call id also let the person know a good time to try back. Just remember to ask if you can do anything else — they might want to call back and leave a message on the answering machine. Be sure to let whomever the call was for who called and when they might try back.
2
Write down everything they say. You may not think what they say is important but the person you are writing the message for might think it is. If needed ask them to repeat information.

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3
Say good-bye (and "You're welcome" if it applies).
4
Give the message to the person as soon as possible or leave it somewhere they will find it.

Community Q&A

Question

Can you give me an example of a telephone message and how I should write it?

Community Answer

Caller: Judith Sawyers. Business: American Heart Association. Call Back Number: (###)-###-###. Message: Wants to meet with Mr. Hawkins. Will drop by office on Tuesday.
Question

What do I need to take a telephone message?

Ninarp

Community Answer

It is always helpful to have a pen and some paper at hand so that you can write down whatever the person on the other side of the phone needs.
Question

If it's a number I don't know, what do I do?

Community Answer

Don't answer it, or wait for them to leave a voice message so you could get back to them.