A telephone message is a short but important message sent over the phone. Thus, most often they inform about the holding of meetings, sessions, meetings. The telephone message may also contain an urgent order from the head. Telephone messages are incoming, which you receive, and outgoing, which you transmit. Both types have a similar design.
Instructions
Step 1
In the upper left corner of a sheet of paper, place the full name of your organization and, if necessary, the name of the structural unit, for example, "Administration of the city of N." and the Department of Education.
Step 2
In the upper right corner, write the recipient of the telephone message. Indicate the position, surname and initials of the person: "Director of School No. 37 Ivanov II". If there are several addressees, it is not necessary to indicate the names: "Directors of schools in the city of N." Attach a complete list of institutions to which it was sent to the telephone message.
Step 3
Two lines below place the word "Telephonogram" and its serial number. For an outgoing telephone message, indicate the date of its compilation below.
Step 4
This is followed by the actual text of the telephone message: “On February 22, at 17.00, a meeting will be held in the education department on improving the activities of the city's schools. The attendance of school principals is strictly compulsory. When preparing the text of a telephone message, avoid words and phrases that are difficult to understand by ear and difficult to pronounce. Remember that the message should be informative and short - no more than 50 words.
Step 5
When transmitting a telephone message, pronounce words clearly, especially addresses, surnames, names and patronymics of people, street names, dates and times of events. At the end, be sure to read the text again and make sure that your interlocutor wrote everything down correctly. Listen carefully when you receive a message over the phone. If you have any questions, clarify them immediately.
Step 6
Under the main text is the position, surname and initials of the head who signed the telephone message: "Head of the Department of Education Petrov P. P." The outgoing document must also contain his personal signature.
Step 7
At the bottom of the page, enter information about the employees who worked with the telephone message. Usually, the position, surname and initials of the person who sent the message, his office phone number, as well as the date and time of transmission are put on the left. On the right are information about the person who accepted the document: position, surname and initials, phone number, date and time of admission.
Step 8
The outgoing telephone message is drawn up in one copy and stored in a special folder. It is better to have an incoming message in two copies: you give the first one to the manager for further work, and the second one you put in a folder for safekeeping.
