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.
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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
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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
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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
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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
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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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