Leaving a Voicemail
“This lesson focuses on leaving a voicemail, including introducing yourself, stating your reason for calling, and providing your contact information clearly.
Part 1
Pre-Reading
Answer the questions
Have you ever had to leave a business message on voicemail?
What information should you leave when a receptionist answers the phone?
How long should the voicemail message be?
What information should be left in a voice message?
How long should it take for someone to call you back?
Match the words on the left with the correct meanings on the right.
in regard to ___
by way of, by means of
via ___
to (when writing a letter)
taken by ___
increasing
attention ___
information to give to someone
urgent ___
to agree
message ___
written down by
combat ___
concerning, about
rising ___
a person who buys things
customer ___
requiring immediate attention, important
settle ___
to fight
voicemail ___
a telephone message
Part 2
Reading
There are two messages below. The first is a phone message that Lee is leaving with Mandy’s administrative assistant. The second is Mandy’s detailed voicemail message to Lee.
Practice reading the messages out loud with your teacher.
Underline any words or phrases you don’t understand.
A. Phone Message
Attention: Mandy Noland
From: Lee Timson
Company: River Education Books
| ✔ Telephoned | ✔ Please Phone Back |
| Called for a Meeting | Will Call Again |
| Called to See You | ✔ Urgent |
Phone No.: 212-555-1234
Date: July 24, 2015
Message:
He’s calling in regard to a supply order he placed via email. He’d like to discuss the prices for the disks and software. It is very important that he speak to you. Please call him back as soon as you can.
Taken By:
Fumi Carson, Administrative Assistant
B. Voicemail Transcript
Hi, Lee. This is Mandy Noland from Main Supply Company. I got the message you left with my assistant, Fumi. I’m calling to discuss the price of the disks and software.
Our prices went up several weeks ago to combat the rising costs of shipping. River Education Books is a good customer, though, and I’d like to see if we can settle on a price.
Please call me back at 212-555-4321. Again, my number is 212-555-4321. I look forward to hearing from you soon. Goodbye.
Part 3
Comprehension
Read the phone message and voicemail transcript carefully. Then answer the following questions based on the information provided in the emails.
Why did Lee call Mandy Noland?
What position does Fumi Carson hold with Main Supply Company?
According to Mandy, why did the prices of the supplies go up?
How should Lee reach Mandy?
Part 4
Vocabulary Review
Complete the sentences using vocabulary from Vocabulary Preview section.
You may need to change the word forms.
McDonald’s has a lot of good ____________ . Some people eat there every day!
The ____________ price of oil is making everything more expensive.
The prices on machinery have gone up in order to ____________ the increasing manufacturing costs.
I had to negotiate for a better price on the car, but we finally ____________ on a good price..
I left a ____________ for my wife telling her I would be staying late at the office.
My boss said it was ____________ that I call one of my customers.
When Tony returned to his desk, he found a ____________ message on his telephone.
The supplier was calling ____________ the new catalog.
I tried to reach the supplier ____________ email, but the message bounced back.
My phone number was ____________ the administrative assistant, who promised to give it to her boss.
Part 5
Speaking
First, write your own voicemail transcript. Use at least four words or phrases from today’s lesson. Next, practice saying it out loud, and then tell it to your teacher. Your teacher will fill in the phone message form based on what your voicemail says. Then switch roles. Use the form below to write down your partner’s information.
A. Voicemail Transcript
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
_____________________________________________________________________
B. Phone Message Form
Attention: ____________________________________________
From: ________________________________________________
Company: ____________________________________________
| Telephoned | Please Phone Back |
| Called for a Meeting | Will Call Again |
| Called to See You | Urgent |
Phone No.: ____________________________________________
Date: __________________________________________________
Message:
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
___________________________________________________________________
Taken By:
___________________________________________________________________
Part 6
Writing
Write a paragraph discussing what information you think needs to be included in a voicemail message. Also include your idea of how long a good voicemail message should be. Discuss any tips you would give someone who needs to leave a voicemail message for a business.
Part 7
Listening
Fill in the blanks as you listen to the recordings.
Voicemail Transcript
Hi, Lee. This is Mandy Noland from Main Supply Company. I got the ________________ you left with my assistant, Fumi. I’m calling to ________________ the price of the disks and software.
Our prices went up several weeks ago to ________________ the ________________ costs of shipping. River Education Books is a good ________________ , though, and I’d like to see if we can ________________ on a price.
Please call me back at 212-555-4321. Again, my number is 212-555-4321. I ________________ to hearing from you soon.
Goodbye.
Part 8
Correspondence Building
The information in the phone message that Lee left with Mandy’s administrative assistant is missing. Fill out the phone message form. Then read the message out loud with a partner.
Phone Message Information
| Fumi Carson, Administrative Assistant |
| Lee Timson |
| Mandy Noland |
| It is very important that he speaks to you. |
| River Education Books |
| Please call him back as soon as you can. |
| July 24, 2015 |
| He’d like to discuss the prices for the disks and software. |
| 212-555-1234 |
| He’s calling in regard to a supply order he placed via email. |
Phone Message Form
Attention: ________________________________
From: ________________________________
Company: ________________________________
| Telephoned | Please Phone Back |
| Called for a Meeting | Will Call Again |
| Called to See You | Urgent |
Phone No.: ________________________________
Date: ________________________________
Message:
________________________________
________________________________
________________________________
________________________________
________________________________
Taken By:
________________________________
Part 8
Correspondence Building
The voicemail message below is not in the right order. Cut up the strips, and then work alone or with a partner to rearrange them into the correct order. Then read the message out loud.
| a) River Education Books is a good customer, though, and I’d like to see if we can settle on a price. |
| b) I got the message you left with my assistant, Fumi. |
| c) This is Mandy Noland from Main Supply Company. |
| d) Our prices went up several weeks ago to combat the rising costs of shipping. |
| e) I look forward to hearing from you soon. |
| f) I’m calling to discuss the price of the disks and software. |
| g) Please call me back at 212-555-4321. |
| h) Goodbye. |
| i) Hi, Lee. |
| j) Again, my number is 212-555-4321. |