Japanese at work: taking a phone message for a colleague

The idea

Tell the caller that the colleague is away, ask for the caller’s name and purpose, and repeat the message before promising to pass it on. お伝つたえします politely says you will relay it.

Examples

• もしもし、田中たなかさんはいますか。Hello, is Tanaka available?
• 田中たなかは今いま席せきを外はずしています。Tanaka is away from the desk at the moment.
• お名前なまえとご用件ようけんをお願ねがいします。May I have your name and the reason for your call, please?
• 鈴木すずきです。明日あした、電話でんわしてくださいと伝つたえてください。This is Suzuki. Please ask Tanaka to call me tomorrow.
• 鈴木すずき様さまから、明日あした電話でんわするようにお伝つたえします。I will tell Tanaka that Suzuki asked for a call tomorrow.
• ありがとうございます。失礼しつれいします。Thank you. Goodbye.

Watch out

When speaking to an outside caller, refer to your colleague as 田中たなか without さん; address the caller respectfully, for example 鈴木すずき様さま. Confirm a callback number if needed.

Try it yourself

1. Choose the option in brackets to complete the sentence: 田中たなかは今いま席せきを＿しています。（外はず／中なか）

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   外

   席せきを外はずしています means the colleague is temporarily away from the desk.

2. Choose the option in brackets to complete the sentence: お名前なまえとご＿をお願ねがいします。（用件ようけん／天気てんき）

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   用件

   ご用件ようけん asks the caller’s business or reason for calling; 天気てんき means weather.

3. Choose the option in brackets to complete the sentence: 明日あした電話でんわするようにお＿します。（伝つたえ／聞きき）

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   伝え

   お伝つたえします politely says you will pass the callback request to the colleague.

Use it today

Role-play this situation with a partner. Change the details, repeat the key information and swap roles.