Phone Memo
Overview of this form
The Phone Memo is a document used to record important information from a phone call when the intended recipient is unavailable. Unlike other communication logs, it specifically focuses on capturing the details of the call and any messages or actions taken in response. This ensures that vital information is not lost and can be easily referenced later.
What’s included in this form
- Call details: Sections for the caller's name, company, and contact information.
- Date and time: Fields to document when the call occurred.
- Message: A space for summarizing what the caller wanted to communicate.
- Action taken: Options to record what followed the call, such as returning the call or scheduling a future call.
When this form is needed
This form should be used whenever a phone call is received and the intended recipient cannot answer. It is useful in business settings or personal communications to ensure that critical messages are documented for future action. For example, if a client calls and leaves a message, using this form can help track their request until it is addressed.
Who can use this document
This form is ideal for:
- Receptionists and secretaries who handle incoming calls.
- Business professionals who need to keep track of missed calls.
- Individuals managing personal communications where tracking messages is important.
How to complete this form
- Identify the caller's name and associated company.
- Enter the date and time of the call in the designated fields.
- Record the message that the caller provided in the message section.
- Select the action taken in response to the call, such as "Phoned Returned" or "Please Call Back."
- Ensure that all information is clear and complete for future reference.
Does this form need to be notarized?
In most cases, this form does not require notarization. However, some jurisdictions or signing circumstances might. US Legal Forms offers online notarization powered by Notarize, accessible 24/7 for a quick, remote process.
Common mistakes to avoid
- Neglecting to record the date and time of the call.
- Forgetting to summarize the message provided by the caller.
- Leaving the action taken section blank or unclear.
Benefits of completing this form online
- Convenient access to fill out the form from any device.
- Editable format allows for easy updates and modifications.
- Reliable documentation that can be stored electronically for easy retrieval.
Form popularity
FAQ
There are usually three main parts to a memo:1. The heading 2. The subject and date 3. The message.
The format of a memo is much simpler. You write Memo or Memorandum at the top, followed by a To line, a From line, a Date line, a Subject line, and then the actual body of the message. Traditionally, you would print out a memo and distribute it to the relevant parties inside your small business.
A well-written business letter is made up of seven basic parts, which may include an enclosures line as needed. The format of a memo is much simpler. You write Memo or Memorandum at the top, followed by a To line, a From line, a Date line, a Subject line, and then the actual body of the message.
Heading Segment. The heading segment follows this general format: Opening Segment. Context. Task Segment. Summary Segment. Discussion Segments. Closing Segment. Necessary Attachments.
Choose Your Audience. To make sure your memo gets read and acted upon, you need to address it appropriately. Clearly State the Purpose. Attach Data and Documents. Use an Appropriate Tone. Proofread Carefully. A Few More Tips. Sample Business Memo.
Type MEMORANDUM at the top of the page.Label the page MEMORANDUM 1.5 inches (3.8 cm) from the top of the page. Put the word in bold on the first line. You can either center it on this line or left-align it. You might also choose to make the font larger for this word.
Heading Components of a Memo. Context and Background Section. Tasks and Resolutions. Supporting Research and Ideas. Conclusion and Further Discussion. Documents and Other Attachments.
Heading. The heading of memorandums is designed to allow a reader to understand what he or she is looking at, and decide quickly whether he or she should read it. The heading has four or five parts, appearing in this order. purpose. summary. background/discussion. conclusion/action.
