If the person called is not available

I’m afraid / sorry … isn’t available / isn’t in / isn’t in the office / is on the other line / is away for a few days. Shall I put you through to his / her secretary? Would you like to call later? Can I give him / her a message? / Can I take a message?

If the number is wrong

You must have the wrong number. / I’m sorry, you’ve got the wrong number. – Is that not 556 8790? – No, it’s 555 8790 Sorry about that / I must have dialed the wrong number Sorry to have troubled you

Ex. 5. Practice the following dialogue with a partner.

Secretary: Good morning, Asia Pacific Enterprises.

Cindy: Hello, could I speak to Mr. Lau, please?

Secretary: I’m afraid Mr. Lau is in a meeting right now. Can I help you?

Cindy: Well, I am doing a project at Hong Kong University on work experience ... . Perhaps it’s better if I speak to Mr. Lau personally.

Secretary: Fine, could you call back when the meeting is finished?

Cindy: Yes, could you tell me when the best time to call is?

Secretary: Probably after 4 p.m.

Cindy: Yes, I’ll do that. Thank you for your help.

Secretary: You’re welcome.

Cindy: Good bye.

Secretary: Bye.

Ex. 6. Insert words or phrases you find appropriate and act out the dialogues.

a) Michelle: Hello, you’ve reached the marketing department. How can I help?

You: ………………………………………………………… .

Michelle: Certainly. Who shall I say is calling?

You: …………………………………………………………….

Michelle: Just a second – I’ll see if he’s in. Hello, Jason, I’ve got Okay – I’ll put him through. Hang on a moment, ……………………. .

b) You: ……………………………………………….……………. .

Ruth: Hello. Paul Richards, please.

You: I’m sorry, you’ve got the wrong number, but he does work here. …………...……………. In future his direct number is 5558770.

Ruth: Did I not dial that?

You: ………………………………………………………………. .

Ruth: Oh, sorry to have troubled you.

You: ………………………………………………………………. .

Ruth: Thanks.

Ex. 7. Produce a dialogue based on the suggested topic.

You are working for an airline catering service. Your business is supplying in-flight meals to airlines. There are some computer system problems and you can’t get information about flights departing from London to Paris. Contact the airline and ask to fax or e-mail you passenger numbers on all flights from London to Paris for tomorrow.

Ex. 8. Sometimes, there may not be anyone to answer the telephone and you will need to leave a message. Follow this outline to make sure that the person who should receive your message has all the information he / she needs and make your own telephone message based on the topic below.

Introduction

Hello, this is Ken. / Hello, My name is Ken Black (more formal).

State the time of day and your reason for calling

It’s ten in the morning. I'm phoning / calling / ringing to find out if ... / to see if ... / to let you know that ... / to tell you that/ in response to ... .

Make a request

Could you call / ring / telephone me back?

Leave your telephone number

My number is ... / You can reach me at ... / Call me at ... .

Finish

Thanks a lot, bye. / I’ll talk to you later, bye.

You are going to take part in the annual international aviation meeting. Leave the message on the answering machine of one of the holders. Tell him that you can catch a flight which arrives at 8.15 so you can come to their office in advance and discuss some questions you are interested in. Ask him not to worry about meeting you at the airport – you will catch a taxi. But you are not sure in their address. You couldn’t read it properly on the fax. Ask to contact you and to give the address of the office. Your telephone is 145693856 and your e-mail is howard@avia.com.