Office English

1. Office English Lesson 4 Oct. 24, 2012

2. Dialogue: Taking a message • Joan answers the phone. Joan: Good afternoon, Johnson and Pelt. May I help you? Caller: Hi, I’d like to speak to Ed Johnson, please. Joan: Mr. Johnson is away from his desk at the moment. May I take a message or would you like his voice mail? Caller: Let me give you a message, please. This is Wei-Li from Global Solutions. I wanted to touch base with him about our presentation next week.

3. Dialogue: Taking a message Joan: OK … can I ask you to spell your name, please? Caller: Of course, it’s W-E-I, L, as in lion, and I. Joan: Thank you. And your number, please? Caller: I’m sure he has it, but I’ll give it to you again. It’s (202) 449-9930. Please ask him to call me back ASAP. Joan: Certainly. To confirm, this is Wei-Li of Global Solutions, you’re at (202) 449-9930, and you want to talk about the presentation, correct? Caller: That’s it, thanks. Joan: I’ll pass along the message as soon as Mr. Johnson returns.

4. Sample sentences • Taking a message • 1. Would you like to leave a message? • 2. I can take a message for him, if you like. • 3. Can I take a message for her? • 4. Would you like me to pass a message on to her?

5. Sample sentences B. Taking information • 1. Could I have your name, please? • 2. And you’re with …? • 3. Can you tell me what this is regarding? • 4. Will Mr. Johnson know what this is regarding? • 5. Is this an urgent matter? • 6. Is that your direct line? • 7. When is a good time to reach you?

6. Sample sentences C. Transferring to voice mail • 1. Would you prefer her voice mail? • 2. Would you care to leave a message on his voice mail? • 3. Mr. Pelt’s out of office. I’ll put you through to his voice mail. • 4. Mr. Pelt’s requested that he calls be put through to his voice mail.

7. Pair work • Find a partner and practice using this conversation prompt. Then, think of another prompt. • Student A is receptionist for caller 1; Student B is receptionist for caller 2.

8. Pair work Receptionist: You are a receptionist for Big Time Productions. Your boss, Stan, is out of the office until Monday, and you have been instructed to take detailed messages while he is gone. Caller 2: You are an agent for a performer at an event on Tuesday. You urgently need to speak to Stan about your client’s contract. Leave your home cell phone numbers to Stan can reach you as soon as possible. Caller 1: You work for Casual Caterers. You are returning Stan’s call about Tuesday’s event. You want Stan to call you back as soon as possible. Use your own phone number to complete the message.

9. Dialogue: Dealing with communication difficulties • Difficulty hearing or recording information June: Could you please tell Mr. Taylor that June Yu called? It’s about the Hanyecz account. We need to set a date for the … Jay: I’m sorry, I didn’t catch that last bit. We’ve got a bad connection. Could you please repeat that? June: Yes – the Hanyecz account. We need to set a date for next month’s meeting. Jay: And could you please spell Hanyecz? June: Sure, it’s H-A-N, as in Nancy, Y-E-C, as in cat, Z, as in zebra. Jay: Got it, thanks!

10. Dialogue: Dealing with communication difficulties 2. Difficulty understanding information June: Could you also make sure Mr. Taylor knows that it’s his responsibility to arrange the monthly meting for this month? Jay: I’m sorry, I’m not sure I understand. The meeting you talked about earlier isn’t the monthly meeting? June: No, that’s a special meeting to discuss some issues with their account. The monthly meeting is something different. Jay: OK, let me make sure I’ve got this straight. Mr. Taylor needs to call you about a meeting about the Hanyecz account, and he also needs to arrange for the regular monthly meeting you have? June: That’s it.

11. Sample sentences • Identifying communication difficulties • There’s a lot of static on this line. • I didn’t hear that last bit – you cut out for a moment. • This line is really fuzzy. • Are you moving or something? Your voice keeps going in and going out.

12. Sample sentences B. Asking for repetition • I didn’t catch that. Could you repeat that, please? • Come again? • What’s that again? • Could you say that again?

13. Sample sentences C. Asking for clarification or more information • Could you spell that for me? • Is that C-A-N, as in Nancy, T, as in Tom, N, as in Nancy? • I’m afraid I don’t understand. • I don’t think I follow you. • Could you elaborate on that, please?

14. Sample sentences D. Confirming information • Let me read that back to you. • Let me just confirm this information. • Let me double-check this with you. • Let me make sure I’ve got this down correctly.

15. Pair work Student A: You are calling for George Cooper. Your name is Hansel Nicholas. You want Mr. Cooper to call you back as soon as possible to talk about problems with the budget. Your number has changed. Your new number is (404) 554-9938, extension 220. Student B: You are George Cooper’s secretary. Mr. Cooper will not be in until later this afternoon. Take a message for Mr. Cooper. Make sure to ask for all the information Mr. Cooper will want and to confirm the information you receive.