Formal to Client
Workplace · Phone
申し訳ございません、〇〇はただいま外出中でございます。ご伝言を承りましょうか？ — I'm sorry, [Name] is currently out of the office. May I take a message for you? (Workplace · Phone, Formal to Client, JLPT N3)
You
申し訳ございません、〇〇はただいま外出中でございます。ご伝言を承りましょうか？
もうしわけございません、〇〇はただいまがいしゅつちゅうでございます。ごでんごんをうけたまわりましょうか？
I'm sorry, [Name] is currently out of the office. May I take a message for you?
Romaji: Moushiwake gozaimasen, ○○ wa tadaima gaishutsu-chuu de gozaimasu. Godengon wo uketamawarimashou ka? / Reply Romaji: Onegai shimasu. Odenwa itadaita mune wo tsutaete itadakemasu ka.
Reply
お願いします。お電話いただいた旨をお伝えいただけますか。
おねがいします。おでんわいただいたむねをおつたえいただけますか。
Yes, please. Could you let them know I called?
Gesture & etiquette
Have a notepad ready at all times when answering work phones. Write down the caller's name, company, purpose, and callback number during the call. Repeat the information back to confirm accuracy before ending the call.
Taking messages in Japanese requires the formal 「承る」(uketamawaru) instead of casual 「聞く」— this elevates the service level. Apologize first (「申し訳ございません」) before explaining the absence — this prioritizes the caller's inconvenience over the explanation.