How to Write a Telephone Message

A telephone message is a written note that records important information from a phone call when the intended recipient is unavailable. It helps ensure that details are communicated accurately and that follow-up actions can be taken if necessary. Learning how to write a telephone message can improve communication in schools, workplaces, and everyday situations.

1. Table of Contents

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   Record the Date and Time

Begin the message by noting when the call was received.

This helps the recipient know how recent the message is.

• Write the date clearly
• Include the exact time of the call
• Ensure the information is accurate

2. Identify the Caller

Write down the name of the person who called and, if possible, their contact details.

This makes it easier for the recipient to respond.

• Record the caller’s full name
• Include a phone number if provided
• Confirm the spelling of names

3. State the Recipient’s Name

Indicate who the message is intended for.

This prevents confusion when multiple people receive messages.

• Write the recipient’s name clearly
• Ensure the message reaches the correct person
• Keep the information visible

4. Write the Message Clearly

Summarize the caller’s message using simple and concise language.

Include any requests, instructions, or important details.

• Keep the message brief and accurate
• Include key information only
• Avoid changing the caller’s meaning

5. Add Your Name

End the message by indicating who took the call.

This allows the recipient to ask questions if clarification is needed.

• Write your name clearly
• Check the message for accuracy
• Deliver it promptly

Example Telephone Message Format

TELEPHONE MESSAGE

Date: 1 June 2026
Time: 10:30 AM

To: Mr. Smith

From: Jane Brown
Contact Number: 071 234 5678

Message:

Jane called to confirm that the meeting scheduled for tomorrow has been moved to 2:00 PM. She requested that you call her back if you have any questions.

Taken By: Damaris Gatwiri

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