You're listening to Business English Pop, the business English podcast for professionals on the move.
When you call someone, but they aren't there, often their voicemail picks up or answers the phone.
Then you have to leave a message.
Anyone who uses the phone in their job has to deal with voicemail.
Have you ever started to leave a message on someone's voicemail?
Then, when you heard the beep sound, you didn't know what to say.
When you're speaking a foreign language.
Talking without preparation can be challenging, especially when you can't see or hear the person you're talking to.
But with a little practice, you'll be a voicemail pro.
That's what we'll be studying in this episode Standard Phrases and Language for Voicemail Messages, so that next time you hear that beep, you'll know exactly what to say.
First, we'll hear a bad example.
Justin Thomas works for a shipping broker called Travesco.
Brokers are middlemen.
In this case, Justin is a new buildings broker, which means he helps people buy and sell new ships.
Justin is calling Sylvie Peterson, a manager at the shipbuilding company Schmidt & Larson.
How does Justin do?
Let's listen.
Hello, you've reached Sylvie Peterson with Schmidt and Larson.
I'm unable to take your call at the moment, so please leave a message after the beep and I'll return your call as soon as possible.
Hi, Julie.
I mean Sylvie, Ms.
Peterson.
This is Justin, Justin Thomas with Truvesco.
I'm calling about the, what do you call it, the construction plan for 2008.
Call me at, wait a second.
Here it is.
390-929-2107.
Yeah, call me back.
Justin doesn't sound too fluent, does he?
What are some of the problems?
First, he doesn't remember Sylvie's name.
That's sure to make a bad impression.
Second, he doesn't seem sure what to call himself.
That is, whether to use just his first name or to use his full name.
Also, he isn't prepared to say the reason he's calling.
In addition, he doesn't have his phone number ready.
Finally, how does he end the phone call?
He just says, uh, yeah, call me back.
This message is neither polite nor positive.
It probably won't leave Sylvie with a good impression.
Also, he hasn't told Sylvie when she can reach him.
How will she know when to call?
Overall, Justin sounds unsure and unprofessional, doesn't he?
Now, let's listen to a better example.
As you do, try to answer the following questions.
First, what is Mark Rand hoping to talk to Sylvie about?
Two, when will he be available to take Sylvie's call?
And finally, how does Mark put a positive finish on the message?
Hello, Ms.
Peterson.
This is Mark Grand calling with Travesco.
I'm phoning in relation to our construction plan for 2008.
I'm hoping to talk about possible areas of cooperation.
You can reach me tomorrow anytime between 8.30 and noon at 390-929-1914.
I'm in meetings in the afternoon, but you're also welcome to call me in the evening or anytime on Wednesdays.
Look forward to talking to you.
Bye.
Mark Rand does a much better job than Justin, doesn't he?
We notice immediately that he's much better prepared.
Of course, it helps if you know you're going to have to leave a voicemail.
But even if you don't know, there are few phrases that you can learn, so that you'll be ready to leave a message anytime.
What's the first thing Mark does?
Hello, Ms.
Peterson.
This is Mark Grand calling with Travesco.
This is a greeting, including your name and company.
What are some other ways to greet someone?
Of course, good morning and good afternoon are possible.
But since you don't know when your message will actually be listened to, hello or even good day are just fine.
Hi sounds less formal.
Be prepared with names.
If you're calling a woman and you wish to be more formal, be sure to address her as Ms, with a voiced Z sound.
If you mispronounce it S, it sounds like Miss, which some people will find disrespectful.
Then, if you already know the person you're calling, you can say, this is, or this is calling.
If you don't know the person you're calling, you can introduce yourself by saying, I am Ms.
Greetings.
Good afternoon, Anne.
This is Steve over at Stratus.
Good morning, Ms.
McGill.
I'm Jane Martella with Stockholm Steel.
Hi, George.
It's Alan here at Pharmatech.
The next thing Mark does is state his reason for calling.
I'm phoning in relation to our construction plan for 2008.
I'm hoping to talk about possible areas of cooperation.
First, he gives the general reason for his call, the construction plan for 2008.
Then he talks about the goal of his call, to talk about possible areas of cooperation.
Generally, to phone is British English, whereas to call is American English.
Of course, just a reason for calling is enough.
But adding a sentence about your goal can help create a positive impression and can help get the person you're calling interested in you.
Remember, often the voicemail is like an advertisement.
You're trying to get the person to call you back.
Listen to some more language for explaining your reason and goal.
The goal can sometimes be expressed as a request.
Reason for calling.
I'm calling with regard to your account.
It would be great if we could review some of the changes you've requested so that we can serve you better.
This is in relation to our meeting next Wednesday.
I just wanted to follow up with you about your interest in boosting your productivity with time management software.
I'm contacting you to talk about your recent order.
I would just like to verify some of the details so that we can be sure you receive your shipment on time.
Next, Mark tells Sylvie when she can call him back.
You can reach me tomorrow anytime between 8.30 and noon at 390-929-1914.
I'm in meetings in the afternoon, but you're also welcome to call me in the evening or any time on Wednesday.
Notice that Mark has provided Sylvie with alternative times to reach him.
This is quite important.
It follows the principle of giving your customer more than one choice.
Also, it helps make sure he'll call you back.
Mark also uses a you attitude.
Instead of saying, I'm available, he says, you can reach me. remember to have your number available.
It's a good idea to say your number slowly and clearly, and even to repeat it.
Let's go over some more phrases we can use.
There are formal and informal phrases.
You can be more formal by using questions.
Can you call me back sometime tomorrow?
You can get hold of me at 510-230-2830, any time between 1.30 and 5 p.m.
That's 510-230-2830.
Would it be possible to return my call by the end of the week?
You're welcome to call any time during office hours at 4422-2220.
I'm also available most evenings before 10 p.m. on my cell, 201-2002-1992.
You can also be less formal by using please.
Please call me back sometime this week when you get a chance.
You can reach me in the early evening here.
It would probably be best for you to call between 6 and 8 p.m.
New York time.
Please call my cell at 299-2992-1111.
Now the last thing Mark needs to do is end the message on a positive note.
This is a great way to finish the message.
Here are some other phrases you can use.
I'm excited about this opportunity to work with you and I'm really looking forward to our discussions.
Can't wait to hear from you.
Don't forget to say goodbye or bye at the end of your message.
With Informal American English, you can say bye now.
So let's review.
We've covered four steps.
Greeting, reason for calling and goal, when and how to call back, and positive ending.
Now let's practice.
Imagine you're Pat McKay with a company called TRS.
You're calling Cindy Steele, a customer of yours, but she's not in, so you have to leave a message.
You're calling her about your meeting last Tuesday.
Your goal is to follow up with her and discuss possible areas of future cooperation.
Using your real work schedule, tell her when you're available.
End the message positively.
Are you ready?
Take a few seconds to think, then record your message after the beep.
Please record your message after the tone.
How'd you do?
Let's listen to an example answer.
Good morning, Ms.
Steele.
This is Pat McKay over at TRS.
I'm calling in relation to our meeting last Tuesday.
I just wanted to follow up with you and discuss possible areas of future cooperation.
You can reach me all day, Thursday and Friday afternoon between 3 and 5 pm.
Please call me on my work phone at 201-293-4639.
I look forward to talking with you.
Bye.
It's a good idea to go back and practice again.
Substitute different language to help increase your fluency.
That's all for this episode on leaving voicemail.
After practicing the phrases and language you've learned today, I'm sure you'll feel much more confident next time you hear that beep.
Be sure to check out the online activities for this and the other podcasts at wwwbusinessenglishpodcom.
Thanks for listening and take care.
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