Final answer:
You should state your name, role, affiliation, date and time of your call, indicate the urgency, and state your telephone number slowly when leaving a message over the phone. Additionally, use a polite closing and follow up if needed, keeping communication clear and professional.
Step-by-step explanation:
When leaving a message over the telephone, it is considered best practice to include several key pieces of information. First, you should state your name, role, affiliation, and the time of your call, including the date. This ensures that the person receiving the message knows who you are and why you are calling. Additionally, it is important to indicate whether the message is urgent so the recipient can prioritize the call appropriately.
Moreover, remember to state your telephone number slowly. Speaking slowly and clearly allows the recipient to accurately record your number, even if there are wi-fi delays or microphone issues. Lastly, if you hint that you'll follow up on the call, such as checking the status of an application, be sure to actually do so. Set a reminder if necessary to maintain credibility and professionalism.
In closing your message, incorporate a polite closing line and use a professional complimentary close. For emails or other written communications, list all of your contact information, compose a clear subject line for easy reference, and ensure your email address makes a good first impression. For longer or more serious conversations, consider speaking in person or via a follow-up phone call.