leaving messages

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Leaving MessagesIntermediate Lesson

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Warm-up

Working with a partner, think about the things that you say when leaving a message on

an answering machine message. Its not necessary to write the actual phrases that youuse, just a description of the type of phrase.

e.g. greetings

1. _________________

2. _________________

3. _________________

4. _________________

5. _________________

6. _________________

Listening

This section is split into two parts. The second part is on the next page. Answer the twosets of questions below before turning over to the next page.

Message 1

1. Why is Kelly calling Joe?

____________________________________________________________

2. Did she ask Joe to call her later, or will she call him?

____________________________________________________________

Message 2

1. Why is Joe sorry?

____________________________________________________________

2. Will he call Kelly again, or should she call him?

____________________________________________________________

3. When will this happen?

____________________________________________________________

Please leave amessage after

the tone. BEEP


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Listen again. Fill in the blanks.

Message 1

Hi Joe, ________ ________ Kelly. ________ calling you ________. Ill ________ you

again later. See you! Bye.

Message 2

Hi Kelly, Joe ________. Sorry I ________ your calllets see, ________ me a ________

on my ________. ________ after _______. Thanks. Bye.

There are certain phrases that are appropriate when giving a name overthe phone.

This is + name (speaking)Do not use,

I am + name

Matching

Match the telephone expressions on the left with their meanings.

1. Joe here. _____ Call me.

2. Give me a buzz. _____ Someone was talking on the phone.

3. Call me back. _____ Wait.

4. Just calling you back. _____ Ill call you later.

5. Ill try you later. _____ No one answered the phone.

6. It was busy. _____ Im returning your call.

7. There was no answer. _____ This is Joe speaking.

8. Hold on. _____ Return my call.

9. Hes on another line. _____ Ill be available after 6:00.

10. You can reach me after 6:00. _____ Hes talking on another phone.

Speed!

Answering machines have short time limits! Can you give all the necessary information inthe time allotted? Your teacher will give you some information on a card that you willleave on your partners answering machine. You only have a limited time to deliver allyour information. Take turns recording and leaving messages.


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Practice Dialogue

When leaving a message with another person, it can be useful if the person taking themessage confirms content of the message.

Read the dialogue below with a partner. Take turns reading each part.

A: Hello, can I speak to John?

B: Im sorry, hes not here. Whos this?

A: This is Paul. When will he be back?

B: After nine. Do you want to leave a message?

A: Yes. Can you ask him to call me back? My number is 032-3498-2324.

B: OK, so thats Paul at 032-3498-2324?

A: Thats right.

B: Ill get him to call you when he gets back.A: Thanks.

B: No problem. Goodbye.

A: Bye.

Useful Phrases

When leaving a message, its important to adjust your language to match the situation.

ask him toCould you (please) tell him to call me later?

have him

Could you (please) tell him that Ill call him later?I called?

In the question above: ask= polite, tell= very casual/fairly strong, have=sounds like the speaker is in a position of authority)

Adding pleaseto the question softens the delivery.

When receiving information, its often useful to check your understanding.

Could you spell that (please)?Would you repeat that (please)?

Repeating a message to confirm that youve noted the important points correctly isalways a good idea.

A: Please tell her that the meeting has been moved to Tuesday at 3 p.m.B: Tuesday at 3 p.m. Fine, Ill let her know.


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Role Play

Look at the roles that your teacher hands out to you. Fill in relevant information asnecessary and proceed to role-play the conversation with your partner.

Note any relevant information that your partner gives you during the conversation.


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Teachers Guide

Warm-up(Possible Answers)1. Name2. Day/Time

3. Purpose of call4. Phone number5. Further contact6. Closing

Note: Come to a consensus with your students on what information is necessary. You willneed to use this standard information in the Speed! activity later.

Listening ScriptMessage 1Hi Joe, this is Kelly. Just calling you back. Ill try you again later. See you! Bye.

Message 2Hi Kelly, Joe here. Sorry I missed your calllets see, give me a buzz on my cell later, okay?Anytime after 7:00. Thanks. Bye.

Listening AnswersMessage 11. She is returning his call.2. She will call him.

Message 21. Hes sorry that he missed her call.2. She should call him.3. She should call after 7:00 (to his cell phone).

Fill in the BlanksMessage 1 Hi Joe, This is Kelly. Just calling you back. Ill try you again later. See you!

Bye.

Message 2 Hi Kelly, Joe here. Sorry I missed your call lets see, give me a buzz on mycell. Anytime after seven. Thanks. Bye.

Matching Answers1. Joe here. 2 Call me.2. Give me a buzz. 6 Someone was talking on the phone.3. Call me back. 8 Wait.4. Just calling you back. 5 Ill call you later.

5. Ill try you later. 7 No one answered the phone.6. It was busy. 4 Im returning your call.7. There was no answer. 1 This is Joe speaking.8. Hold on. 3 Return my call.9. Hes on another line. 10 Ill be available after 6:00.10. You can reach me after 6:00. 9 Hes talking on another phone.

SpeedSet a strict limit on this activity. Depending on the ability of the students, set time limits ofanywhere between 20 to 60 seconds for messages to be delivered.

Have students take turns recording and leaving messages and then check with their partnersto see how much information has been recorded.

The activity can be repeated by having pairs swap information cards with another pair. If youhave access to recording equipment, then you can have students record their messages.


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Practice DialogueHave students practice this dialogue in pairs. Students can try memorizing a line and thenreading without referring back to the paper. His/her partner can then monitor for any errors.

If you want to use a dialogue that's slightly more formal and in a business context, then youcan use the dialogue below:

A: Good morning. ACME Services.

B: Hello, Id like to speak to Ms Jones.

A: Im sorry, shes not here. Would you like to leave a message?

B: Yes, can you tell her Mr. Lyon called?

A: Could you spell that please?

B: Yes, its L-Y-O-N.

A: Does she have your number?

B: No, its 032-3498-2324.

A: 032-3498-2324. Thats fine. Ill give her your message.

B: Thank you.

Role-PlayHand out one of the role-play cards at the end of this unit to each of the students and havethem fill out the details.

You may want to arrange students so they are sitting back-to-back for this activity. Oncethey have written down their messages, have them check their answers to confirm thedetails of each message.


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Information Card 1

Your name is Albert Baumann. You are a student in Mrs. Simpsons 2 p.m. English class

on Mondays and Thursdays. Student ID number 80346982-1. You are leaving a messageat the school to say that you wont be coming to class next week because you have toreturn to Germany for a family wedding.

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Information Card 2

Your name is Melissa Gair. You are calling your doctors office to cancel yourappointment, which is scheduled for tomorrow afternoon at 1:45 p.m. with Dr. Smith. Ifpossible youd like them to arrange another appointment anytime in the afternoon,Monday to Friday. You can be reached at 03-5381-1533.

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Information Card 3

Your name is Amanda Duff. You are calling a restaurant to confirm a reservation underyour name for tomorrow night at 8:30 p.m. Its for a party of 6 to celebrate your friendsbirthday, so you want the restaurant to prepare a cake with the message, HappyBirthday Ashlee! and 21 candles.

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Information Card 4

Your name is James Osbourne. You are calling your friend Max to invite him to a party onthe 15

th of this month. Its being held at Bobs house at 7:30 p.m. His address is

Apartment 3B, 635 Apple St. You can bring a friend, and dress is casual. Ask Max to callyou back at 04-9873-8373 if hes interested in coming.


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Role-play Set 1

Role-play 1

A: Youre calling your boss, but hes not there. You want him to call you back after 7:00.

Name: __________________________

Contact number: __________________________

Role-play 2

B: You are Marys husband. Mary will be home in an hour. Take a message.

Role-play 3

A: Youre calling your dentists office to ask a question about your appointment. Youdlike to call again, when he has time to talk to you.

Name: __________________________

Name of dentist: __________________________

Role-play 4

B: You are the receptionist. The teacher (remember to ask which teacher!) your partneris trying to contact is not available right now. Take a message.

Memo:

Memo:


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Role-play Set 2

Role-play 1

B: You are a secretary. The boss is talking on another line. Take a message.

Role-play 2

A: You are calling your friend, Mary, but she is not available. Youd like to call her againlater.

Name: __________________________

Contact number: __________________________

Role-play 3

B: You are the receptionist. The dentist (remember to ask which dentist!) your partner iscalling has the day off today. Take a message.

Role-play 4

A: You are calling your English school to re-schedule your class to another day. Youdlike to talk with your teacher.

Name: __________________________

Name of teacher: __________________________

Memo:

Memo:

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