Formal to Client
Workplace · Phone
あいにく〇〇はただいま席を外しております。よろしければ、ご伝言を承ります。 — Unfortunately [person] is away from their desk at the moment. If you'd like, I can take a message. (Workplace · Phone, Formal to Client, JLPT N3)
You
あいにく〇〇はただいま席を外しております。よろしければ、ご伝言を承ります。
あいにく〇〇はただいませきをはずしております。よろしければ、ごでんごんをうけたまわります。
Unfortunately [person] is away from their desk at the moment. If you'd like, I can take a message.
Romaji: Ainiku OO wa tadaima seki wo hazushite orimasu. Yoroshikereba, godenngon wo uketamawarimasu. / Reply Romaji: Dewa, denngon wo onegai dekimasu ka?
Reply
では、伝言をお願いできますか？
では、でんごんをおねがいできますか？
In that case, could I leave a message?
Gesture & etiquette
Have a notepad and pen ready before answering the phone — scrambling for them after a caller asks you to take a message appears unprofessional. Write down the caller's name, company, phone number, and message content carefully. Read the message back to confirm accuracy. Ensure the message is delivered to the relevant person within the hour.
The phrase 'uketamawarimasu' (I shall humbly receive your message) is the most formal way to offer to take a phone message — it uses the deeply humble 'uketamawaru' verb. In Japanese business phone etiquette, always state the absent person's name, give a reason (desk away / in a meeting), and immediately offer to take a message — leaving callers without this option is considered poor service.