What we may mean and what the caller hears may be two different things. This handy guide helps frame some common messages we convey on the phone.

Examples of phrases to avoid:

• "He is out."

• "I don't know where she is."

• "He is in the men's room."

• "He hasn't come in yet."

• "She took the day off."

• "He doesn't want to be disturbed."

• "She is busy."

Examples of phrases to use instead:

• "He is not in the office at the moment. Would you like to leave a message on his voicemail?"

• "She has stepped out of the office. Would you like to leave a message on her voicemail?"

• "He has stepped out of the office. Would you like to leave a message on his voicemail?"

• "I expect him shortly. Would you like to leave a message on his voicemail?"

• "She is out of the office for the day. Can someone else help you or would you like her voicemail?"

• "He is unavailable at the moment. Would you like to leave a message on his voicemail?"

• "She is unavailable at the moment. Would you like to leave a message on her voicemail?"