How to Take a Complete Phone Message

Step by step

1. Write the caller’s name and company.

2. Write the phone number and repeat it back.

3. Note the date and time.

4. Record the reason for the call.

5. Note any urgency.

6. Deliver the message right away.

Safety reminders for receptionists

• Follow building security and visitor procedures
• Know emergency and evacuation plans
• Keep the reception area clear of tripping hazards
• Protect confidential information on screens and papers

Key terms

Multi-line phone · Call routing · Hold · Voicemail · Visitor log · Badge: see the full receptionist glossary.

More receptionist how-to guides

• How to answer and transfer a business call
• How to check in a visitor