how do you politely ask someone to give the name and number when they dont want to?

Question

i work in a letting agency and i have to answer phone and alot of times people dont want to give their name and number because they think my colleague knows them so theres no need, this gets me in trouble as they tell me that i dont know how to take messages? how do i politely ask them for their number and message without losing my temper to those who dont want to give it?

Answer 1

You have to be stern its in the voice, don't be over friendly either just Hell (company name etc) when they ask to speak to Carol, you say instantly "who's calling " even if you know carol is on a call - that's there name you have - then say sorry she is on a call can i have your number so she will have it to hand - or whats your number and I'll call you when she is free and connect you - keep an excel spread sheet with names and numbers for yourself - so then you will collect them all and you over time will have all the names and numbers, so you get get the info from there - start each day like your new - so they have to give you the info - if they say she has my number - you say can i have it again please??? (I'm waffling sorry )Good luck - try it

Answer 2

If you ask them politely and they refuse thinking your colleagues have got it the only thing you can tell them is the truth that you have been advised by the people concerned that they will not accept messages from you without a name and a number. Go then to tell them nicely if they still will not give it that you cannot be responsible if they do not get a return call. On the note to the people in your office state the caller refused to leave these details and underline this.

Answer 3

I'm in the same position.

You have to tell them if they don't leave a name and number you can't give the message.



And if it persists then let your manager know what is going on.



I always have to coax it out of people. I started to just tell them politely, but flat out.

It is my job to take a message down, and if you don't give me a name and number then I can't relay a message.

Answer 4

You could just say that your colleague is out of the office and you would like to leave their details in their "call back file" and require the following information;....

If they don't give the required info then just repeat the info you require, repetition is annoying but it does win through especially if you keep the same happy tone!

Answer 5

You don't have to be rude or loose your temper . . . just politely inform them that Mr. Smith (or whomever) would like their number in case he does not have it available.



If they only give you a first name, ask for a surname so that they may return the call to the proper person.

Answer 6

Ask for name and number. If they refuse to give the number, write "refused to give number" on the note.

You might want to tell the caller that you can't gaurantee a callback without the number.

You are covered either way.

Answer 7

you can only ask...if they say no...no point in getting upset. Try telling your boss to put in writing in the contracts, that if they ring up, they will need to give their number and name to correctly identify the querent. Then if they refuse, you can politely point out that they have already signed a contract saying they will ;-)

Answer 8

Just politely ask them!



Say " What's your name maam or sir< and what is your phone number so (insert name) could get back to you! Easy!

Answer 9

"Oh, they know me. I don't need to leave a number."

"Well how about I write it down on the message so it's easier for them to find?"



If they just won't leave a number, write on the message "would not leave a number".

Answer 10

It is impolite to ask that question in the first place and even worse to insist on it to be answered. If they see the need to provide you with their details they will do so.

Answer 11

when they call just say "if i can get ur name and number ill make mr/ mrs will get back with as soon as possible."

if they still dont give it to u dont worry about it u did ur job.

Answer 12

You are in a tough spot, I don't give out my name and number unless I know that person very well and even then, I do decline.

You may want to go look for a different job it you can not handle your temper.

Answer 13

Just say,"Could you give me your name and number, too, just in case?"



Just in case implies that you trust them but something always can go wrong.

Answer 14

Point out that it would be pretty darn tricky to get someone to call them back if they don't know who to call???!

Answer 15

Say - its just for convenience and speed that way xxx will be able to call you right back.

Answer 16

"can you also provide to me your name and number for my records please" if they come back with "you already have it" say no, these are for my files and repeat the above.

Answer 17

just offer or offer voicemail..