A telephonogram means a generalized name for documents transmitted orally by telephone. It is used to transmit service information, as a rule, in emergency cases when the addressee urgently needs to be notified of something, send a message, send an invitation.
Necessary
stationery, recipient phone numbers, outgoing mail journal, telephone communication
Instructions
Step 1
Prepare the text of the telephone message. State the essence of the message briefly, the recommended length of the text is no more than 50 words. If the telephone message contains an indication of an event that should take place in the future: a meeting, a meeting, drawing up an act, etc., then make sure that you indicate the specific place and time of the event.
The text should be worded in such a way as to exclude the possibility of double interpretation.
Step 2
Draw up a telephone message on paper according to the rules for drawing up a letter from the head. Thus, the document with the text must be assigned the requisites: a unique number and date of compilation. The telephone message is signed by the person on whose behalf it will be transmitted.
Step 3
Determine the recipient of the telephone message. If there are several recipients, make a list of recipients in addition to the text of the message. Such a list is drawn up on a separate sheet, it contains the names of the organizations to which the telephone message and the corresponding phone numbers should be sent.
Step 4
Register the telephone message in the outgoing correspondence log. If a telephone message is a rare occurrence in your workflow, use a general journal to register. In the event that you regularly resort to this method of transferring information, start a separate journal for telephone messages, so it will be more convenient for you to navigate.
Step 5
Call the addressee and ask to receive a telephone message. Find out and record the position, surname, name, patronymic of the person receiving the telephone message.
Step 6
Tell the subscriber:
- position, surname, name, patronymic of the person on whose behalf the telephone message is sent;
- your position, surname, name, patronymic and phone number.
Dictate the text of the telephone message. After you have transmitted the text, ask the subscriber to re-read the telephone message in order to check the correctness of its recording.
Step 7
Find out from the subscriber the incoming registration number of the telephone message, write it down.
