Taking and leaving a message

Here is some key language you can use on the telephone for taking and leaving messages.

If the person is not available, you may use the following phrases:
I’m afraid Mr Evans is not available at the moment.
TIP: The word “afraid” here has nothing to do with fear, its just a polite way of apologising.
I’m sorry she’s (out of the office / in a meeting / on holiday / busy at the moment).
I’m afraid he’s on the other line at the moment.
I’m afraid the line’s engaged at the moment. Do you want to hold?
TIP: This is more commonly said in the United Kingdom.
I’m afraid the line’s busy at the moment. Do you want to hold?
TIP: This is more commonly said in the United States.

You can offer to take a message in the following ways:
Can I take a message?
If you give me your number, I’ll ask Mr/Mrs _______ to call you back.
Would you like to leave a message?
Could I take your name and contact number please?

And to ask to leave a message with the following sentences:
Can I leave a message?
Could you ask Mr ________ to call me back?
Can you have Mr ________ return my call?
Could you let him know that I called and ask him to call me back as soon as possible?

To confirm you will pass the message:
OK Mr/Mrs _____, I’ll pass him the message as soon as he steps out of the meeting.
I’ll give him/her the message.
I’ll make sure he/her gets the message.

If you do not understand someone’s name, you can ask them to repeat it with the following sentences:
Sorry could you spell your name for me please?
Sorry, could I just check your family name please?
Its Mr________ ?
Sorry I didn’t catch your name.
Could you repeat it please?
I’ll repeat that, it’s ___________   
Did you say…

Try this quiz to check your understanding of these phrases.