Phone Calls

a                Phone Call

¨             Hello, this is Mike.

¨             Microsoft, this is Steve.

¨             Hi Mary, this is Michael Johnson from ABC Consulting. I am reviewing the financial data for the payroll project. I will need the 2002 fiscal report to complete this task. Do you know where I can get a copy?

¨             Hi Bob. This is Steven from ABC Company. I’m calling in regards to the data entry program you created. I’m having trouble locating where the connection is made to the server. Can you help me with this?

¨             Hi Bob. I’m George. I’m the technical writer for this project. I had a question regarding the installation process. If you have a minute, can you show me the installation process? I’m having problems on the confirmation section.

¨             Hi Debra, I’m analyzing the log files and noticed entry 14 was negative 42. Can you confirm if this is accurate?

¨             I see that our April 2003 revenue was 1.2 million dollars. Can you double check that this figure is accurate?

¨             I am going to meet with the CFO in an hour. Can you look through this report and double check my findings? It should only take you 20 minutes or so.

b               Telling person you will call them back

¨             I don’t have the answer right off hand. I’ll need to find that information for you. Will it be ok if I call you back in about 30 minutes?

¨             I believe I can find that information for you. It might take 10 minutes or so. Can I call you back with the information?

¨             I’m not sure about the answer. I’ll find the information and call you right back. Will that be ok?

¨             I’m not sure about this one. Let me ask my manager. Can you please hold?

c                Redirecting

¨             I believe Joe Carry in marketing can help you with that. Do you have his contact information?

¨             I’m not sure about that. I’m pretty sure Mitch Smith will be able to answer this and other questions. Let me give you his number.

¨             Can you redirect me to that person?

¨             Can I get his contact information?

¨             Can I get his phone number?

¨             What is the best way to contact her?

¨             Can you direct me to someone who can help?

¨             Hi, this is Matt from ABC Company. I have some questions on your Platinum level business package. Can you redirect me to someone who can help?

d               Leaving Messages

¨             Hi Mary, this is Josh from ABC Company. I have some questions regarding the financial data you sent me yesterday. Can you give me a call back when you have time? My number is 555-123-4567. Thank you.

¨             Hi Jack, this is Julie from Consult R Us. I am missing a couple pages on the document you sent me. Can you call me when you are free? My number again is 555-321-7654. Thank you.

¨             Hi Josh, this is Mary and I am returning your call. I’ll be in the office for the next three hours, so feel free to call me back any time. Just in case, my number is 555-234-5678.

¨             Hi Julie, this is Jack. I double checked the documents I sent you and I am not sure what pages you are missing. I might not be at my desk, so feel free to call me on my cell phone. The number is 227-1000. Hope to hear from you soon so we can straighten this out.

¨             Hi Mary, this is Josh again from ABC Company. I’m not sure if you got my first message so I am leaving one more. I have some questions regarding the financial data you sent me several days ago. Can you call me at 555-123-4567 when you get a chance? Thank you.

¨             Can you have Julie return my call? This is Jack, and my number is 555-123-4567.

e                Sending and receiving information

¨             Hi Jack, I have the final documents requiring your signature. I will have them delivered to you by tomorrow. If you can sign them and return them, we can submit the documents by Friday.

¨             Hi Ruth, I have the escrow papers ready for review. Should I mail them to you, or can I fax them?

¨             Do you have a fax machine?

¨             Can I have your fax number?

¨             When you finish the final review, can you fax over the documents. Our fax number is 555-345-6789.

¨             I have a package that I am going to send out. I will Fed-Ex it to you tonight.

¨             I believe I have your fax number. Is it 555-234-5678?

¨             Hi Mary, this is Diana at ABC Marketing Co. Can I get a status on the fax you are going to send over?

¨             Can you check on the status of the documents you are faxing to me? I haven’t received it.

¨             Hi Mary, I didn’t receive the fax last night. Can you fax it again? We should also confirm what fax number you have on file.

f                 Phone Call – Interactive Practice

¨             A: “Hello? This is Steve.”
B: “Hi Steve, this is Mary from ABC Company. I’m returning your call.”
A: “Hi Mary. How are you doing?”
B: “I’m doing great thanks.”
A: “Thanks for returning my call. I couldn’t figure out why the ending balance on fiscal year 2003 didn’t match the beginning balance on of 2004.”
B: “When I checked, it was matching. How much is the difference?”
A: “The amount is exactly $42,000.”
B: “Oh. I know what the problem is. We opened another bank account at the end of fiscal year 2003. I might not have included the new bank statements when I sent over the information.”
A: “That makes sense. I’m just glad it wasn’t out of my miscalculation. Can you send over the statements? I should be done by end of day since everything looks good.”
B: “Sure. I’ll fax them to you immediately. Is 555-123-4567 the number I should fax it to?”
A: “Yes. That is the correct number.”
B: “I’ll do it right now.”
A: “Thank you for your help.”
B: “I should have sent them over to you the first time. I apologize for that.”
A: “No problem.”
B: “Thank you.”
A: “Thank you. Bye.”

¨             A: “Hello, ABC Company.”
B: “Hi, this is Janet from Consult R Us. May I speak with Alex please?”
A: “He’s in a meeting right now. Would you like to leave a message?”
B: “Yes. Can you have Alex call me back when he is available? My name again is Janet, and he can reach me at 555-987-6543.”
A: “It’s Janet at 555-987-6543. Can I tell him what this is regarding?”
B: “He sent over a fax, and the last page didn’t print out. I will need for him to resend the fax to me.”
A: “I’ll let him know.”
B: “Thank you.”
A: “Thank you for calling ABC.”
B: “Good bye.”
A: “Bye.”

¨             A: “Microsoft, this is Steve.”
B: “Hi Steve, this is Richard from Third Hand Testing. I’m calling in regards to the MSN assignment. Do you have a minute to answer a couple of questions?”
A: “Sure. What can I help you with?”
B: “We originally agreed on 5 testing procedures, but our program manager received a mail indicating 4 testing procedures. Is 4 the correct number?”
A: “Yes it is. We found that we can do the last one here.”
B: “Great. Does the timeline change because we reduced one of the testing procedures?”
A: “We don’t have to change the timeline. Our original timeframe was very aggressive.”
B: “That makes our job a little easier.”
A: “Do you have any other questions?”
B: “No. That’s all I had. Thanks for your time.”
A: “No problem.”
B: “Ok. Good bye.”
A: “Bye.”B: “Hi Steve, this is Mary from ABC Company. I’m returning your call.”
B: “I’m doing great thanks.”
B: “When I checked, it was matching. How much is the difference?”
B: “Oh. I know what the problem is. We opened another bank account at the end of fiscal year 2003. I might not have included the new bank statements when I sent over the information.”
B: “Sure. I’ll fax them to you immediately. Is 555-123-4567 the number I should fax it to?”
B: “I’ll do it right now.”
B: “I should have sent them over to you the first time. I apologize for that.”
B: “Thank you.”