Receptionist Etiquette Tip: Excellent Messages Made Easy

Reading time:

We don’t mean to brag, but the Ruby® crew is pretty good at what we do — in fact, our clients consider us the best virtual receptionist team around, and that makes us beam with pride. Taking great messages is one of the ways we shine, and today, we’d love to share a few simple ways to Ruby up your message-taking skills.

Here are three ways to make your every message magnificent:

  • Start typing as soon as your caller starts talking. Keep a word processing document, text doc, or blank email up at all times, and type what your caller says from the get-go. It’s a great way to keep your transcription skills in shape, and if you end up taking a message, you have notes ready to copy and paste. Handwritten notes are great, but if you’re using a computer, do yourself a favor and type notes — it’s much faster, and chances are it’ll be easier to check your spelling.
  • Create shortcuts. Do you have a few favorite phrases you regularly add to messages? Our telephone answering pros do, and we love ShortKeys for just that reason. ShortKeys is a supercool, super user-friendly program that allows you to type a whole lot of words in just a keystroke or two, and — Bonus! — there’s a free version!
  • Recap before you hang up. At the end of your conversation, paraphrase the content of your message to your caller. It can be as easy as saying “I’ll have her call you!” or “I’ll let her know that 2:00 next Wednesday is the best time to meet.” Recapping is the perfect way make sure you capture all the key details, and a recap shows your caller how how gosh-darned helpful you are. If you’ve taken a long or complicated message, try reading it back to your caller word-for-word: “I’d love to make sure I’ve noted everything correctly. Let me read this back to you…” One final touch: After your recap, give your caller the opportunity to make additions with a friendly, “Is there anything else you’d like me to include?”

Got any message-taking tips to share? Tweet us @callruby!

Additional reads you may find interesting...

View All
Customer Feature

Ruby customer feature: Rapid resourcefulness with Ashton Taylor

Small Business Tips

Forced changes and success with Loren Feldman

Small Business Tips

Get more clients like that one. You know the one.

Small Business Tips

Business live chat: Have your cake and eat it too.

Small Business Tips

Small business resourcefulness with Loren Feldman

Small Business Tips

Omnichannel customer experience: What it means and how to do it right.

Small Business Tips

[Infographic] The #1 secret of successful law firms.

Small Business Tips

Use Ruby to schedule appointments and save time.

Small Business Tips

Automated lead capture: Why you need it and how it works.

Small Business Tips

[Infographic] Telehealth in 2021 and beyond.

About Ruby

This Women’s History Month, #ChooseToChallenge with Ruby.

Small Business Tips

PPP loans have relaunched in 2021—with an exclusive application window for small businesses.

Small Business Tips

Too many customers? Here’s how to make a spike in demand work for you.

Small Business Tips

When people are in crisis, can your business come to the rescue?

Small Business Tips

Mindful ad spend and engagement with David Lambert

Try Ruby Risk Free

Call to talk to a live virtual receptionist and hear why 10,000+ companies Ruby.

Call Ruby Sign Up
Sales Support

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the cancelled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner.