A telephone message is a short but important message sent by telephone. Thus, they most often inform about holding meetings, meetings, and meetings. The telephone message may also contain an urgent order of the head. Telephone messages are incoming that you accept and outgoing that you transmit. Both types have a similar design.
Instruction manual
1
In the upper left corner of the 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 Office of Education.
2
In the upper right corner, enter the recipient of the telephone message. Indicate the position, surname and initials of the person: "To the director of school No. 37 Ivanov I.I." If there are several recipients, you do not need to indicate the last name: "To the school principals of the city of N." Attach a complete list of institutions to which it was sent to the telephone message.
3
Place the word "Telephone message" and its serial number two lines below. For the outgoing telephone message below, indicate the date of its compilation.
4
Then follows the actual text of the telephone message: “On February 22, at 17.00, a meeting will be held at the Department of Education on improving the activities of city schools. The appearance of school principals is strictly required.” When preparing the text of a telephone message, avoid words and phrases that are hard to hear and hard to pronounce. Remember that the message should be informative and short - no more than 50 words.
5
When transmitting a telephone message, clearly pronounce the words, especially addresses, last names, first and middle names 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 has written everything down correctly. When you receive a message over the phone, listen carefully. If you have questions, clear them immediately.
6
Under the main text is the position, surname and initials of the head who signed the telephone message: "Head of the Education Department Petrov P. P." An outgoing document must also have its personal signature.
7
At the bottom of the page, provide 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, as well as the date and time of the transfer are put on the left. To the right is the information about the person who accepted the document: position, surname and initials, phone number, date and time of reception.
8
Outgoing telephone message is drawn up in one copy and stored in a special folder. It is better to have the incoming message in two copies: you will give the first to the head for further work, and the second - put in a folder for storage.
Useful advice
Prepare telephone message forms on the computer. They are very convenient to use. You will be able to enter information into the necessary graphs by hand, without overwriting the data that is repeated again. The forms will be the same for incoming and outgoing telephone messages.
