Phone Message Template
The Phone Message Template is used to collect information about the call, such as who the message is for, date, time, reason, and more. ADM105-1 PHONE MESSAGE helps standardize proper telephone procedures. A professional, considerate phone manner is the first service the company owes anyone. For a sales or service organization, it’s an integral part of doing business, but can be easily overlooked. Bad phone etiquette can cost the company business and in today’s competitive environment, it could spell the difference between winning and losing.
When taking a message, get complete contact information. If you are not sure of the spelling, ask the caller to please spell their name for you. Note important information that might help the employee prioritize the call. All messages should note the following information:
- Complete name of the person calling.
- Company or organization of the person calling.
- Name of the person the call is for.
- Date and time of the call.
- Phone number to return call.
- Short description of what the call is regarding.
Messages should be promptly placed in the employee’s message box, emailed or be given directly to them in person. Any message that has been left for an employee and where the caller has indicated or advised of an urgency of the call, should be immediately given to the employee, or if they are out of the building, given to them immediately upon their return
Phone Message Template Details
Format: Microsoft Word 2013 (.docx)
Manual: Human Resources
Procedure: Telephone Answering Procedure ADM105
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