Finding the right time and date – a telephone call M 2

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Making appointments
Business communication: speaking • 4
II
Finding the right time and date – a telephone call
M2
Susan White is Mr Swenson’s personal assistant. She is responsible for her boss’s schedule and has
to make appointments for him very often.
CD 2;
Track 1
Susan White: Good morning, Protech Industries, Susan White speaking. How can I help you?
Paul Gable: Good morning, this is Paul Gable from A&C Tech. I
would like to speak to Mr Swenson. Could you put me through1?
Susan White: I’m sorry. Mr Swenson is not available2 at the moment.
But he has asked me to make an appointment with you.
Paul Gable: I see. We were planning to meet at your company next
week. I would like to suggest3 Monday afternoon. Would that suit4
him?
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Susan White: Let me see … I’m afraid Mr Swenson is tied up5 in a
conference at that time. How about next Wednesday, 11th January?
Paul Gable: I think that should be possible. What about 2 p.m.?
Susan White: He’ll be out for lunch then. 3 p.m. would be more convenient6. Would that be OK for you?
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Paul Gable: That’s fine. I’ll meet him at 3 p.m. then. Thank you very much. Goodbye.
Susan White: See you next Wednesday. Goodbye, Mr Gable.
Vocabulary
1 to put so. through: jmdn. durchstellen – 2 available: erreichbar – 3 to suggest: vorschlagen – 4 to suit: passen – 5 to be tied
up: beschäftigt sein – 6 convenient: passend, geeignet
Tasks
1. Listen to the dialogue. What is it about?
2. Read the dialogue and underline the phrases you can use when making an appointment. Write
them in the following chart:
Phrases to make an appointment
Making a suggestion
Responding to a suggestion
I would like to suggest …
Extra task: Find two more phrases for making a suggestion and for a response.
2 RAAbits Englisch • Berufliche Schulen • Februar 2012
Business communication: speaking • 4
II
Making appointments
Student A
Now you! – Making an appointment
Your name is Anne Schmitz and you work as
Christine Clarke’s personal assistant. She is the
head of T-Phone. Mrs Clarke wants you to make
an appointment on her behalf1 with John Miller,
a business partner. You can find all the important information in a note that your boss has
written to you.
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M3
Laura,
Please call Mr Miller and make an
appointment between 10th and 14th
January. We’ll need one whole morning
or afternoon for the meeting.
His phone number: 0044 567896
Thank you.
Christine Clarke
Task
Work with student B and create a dialogue. You (student A) have Mrs Clarke’s business diary2 and
partner B has got Mr Miller’s. Your task is to make an appointment that suits3 both of them. Check
the two business diaries and try to find a time when both are available. Ask each other questions and
make use of the phrases in the box. Student A starts.
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Useful phrases for making appointments
Making a suggestion
I would suggest …
Are you free on …?
What about …?
What time shall we arrange?
Would … be convenient for you?
Responding to a suggestion
I’m afraid my boss/he/she is busy/tied up …
I’m sorry, he/she can’t make/manage that.
But he/she’s free …
Could you suggest another date?
I think that should be possible.
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Business diary Christine Clarke
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Vocabulary
1 on her behalf: in ihrem Namen – 2 business diary: der Terminkalender – 3 to suit: passen – 4 product division: die Produktionsabteilung
2 RAAbits Englisch • Berufliche Schulen • Februar 2012
Making appointments
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M3
Business communication: speaking • 4
II
Student B
Now you! – Making an appointment
You are John Miller, Mrs Clarke’s business partner. Her personal assistant Anne Schmitz calls you
and wants to make an appointment with you on behalf of1 her boss. She tells you that the meeting
with Mrs Clarke will take one whole morning or afternoon. This is your business diary2:
Business diary John Miller
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Task
Work with student A (Mrs Clarke’s personal assistant) who has Mrs Clarke’s diary and create a dialogue. Your task is to make an appointment that suits3 both Mrs Clarke and you. Check the two business diaries and try to find a time when both are available. Ask each other questions and make use
of the phrases in the box. Student A starts.
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Useful phrases for making arrangements
Making a suggestion
I would suggest …
Can we meet on …?
What about …?
What time shall we meet?
Would … be convenient for you?
Responding to a suggestion
I’m afraid I’m busy/tied up …
I’m sorry, I can’t make/manage that. But I’m free
…
Could you suggest another date?
I think that should be possible.
Vocabulary
1 on behalf of: im Namen von – 2 business diary: der Terminkalender – 3 annual report: der Jahresbericht – 4 sales
department: die Verkaufsabteilung – 5 to suit: passen
2 RAAbits Englisch • Berufliche Schulen • Februar 2012
II
Business communication: speaking • 4
Making appointments
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Student A
Now you! – Booking a flight
M7
When someone arranges a meeting he often has to make travel arrangements, too.
Information for Michael Jones / Student A
You are Mr McQuincey’s personal assistant and he writes this note for you:
Michael,
Please book a flight to Helsinki for me for Wednesday morning (4th April). I should arrive at the
latest at 10 a.m. so that I’ll be on time for the
meeting. The return flight should be on the same
day in the evening after 6 p.m.
Thank you!
Paul McQuincey
Task
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Work in pairs. One of you gets the information for student A, the other one for student B. Write down
a dialogue according to this structure:
Student A
Rufen Sie im Reisebüro an. Stellen Sie sich
vor und sagen Sie, dass Sie für Ihren Chef,
Mr McQuincey, einen Flug von London
nach Helsinki am 4. April buchen möchten.
Er sollte spätestens um 10 Uhr vormittags
landen.
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Student A
Sagen Sie, dass das sehr gut passt. Teilen
Sie mit, dass Sie am selben Datum noch
einen Rückflug nach 6 Uhr abends benötigen.
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Student A
Sagen Sie, dass Sie den zweiten Flug
buchen möchten.
Student A
Sagen Sie, dass er gerne einen Fensterplatz
buchen möchte.
Student A
Sagen Sie, dass der Name Paul McQincey
lautet. Buchstabieren Sie den Nachnamen.
Student B
Bitten Sie um ein wenig Geduld. Schlagen
Sie einen Flug um 6 Uhr vor. Sagen Sie,
dass es ein Direktflug ist, der 3 Stunden
dauert. Ankunft ist um 10 Uhr Ortszeit.
Student B
Sagen Sie, dass Sie zwei Flüge anbieten
können. Einen um 18.15 Uhr. Dieser Flug
dauert vier Stunden und 15 Minuten und
man muss in Hamburg umsteigen. Ankunft
ist um halb zehn abends Ortszeit. Der
andere Flug ist um sieben Uhr abends und
ist ein Direktflug. Ankunft ist um 21.15 Uhr
Ortszeit.
Student B
Fragen Sie, ob der Passagier einen Fensteroder Gangplatz haben möchte.
Student B
Fragen Sie noch einmal nach dem Namen
des Passagiers.
Student B
Bedanken Sie sich.
This vocabulary box will help you:
spätestens: at the latest – vormittags: in the morning – dauern: to take – landen: to land – Direktflug: direct flight – umsteigen: to change – Ankunft: arrival – Ortszeit: local time – benötigen:
to need – Fensterplatz: window seat – Gangplatz: aisle seat – buchstabieren: to spell
2 RAAbits Englisch • Berufliche Schulen • Februar 2012
Business communication: speaking • 4
II
Making appointments
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Booking a hotel room – some important terms
M8
When you have to book a hotel room it’s important to know the correct terms. Here are some important terms that might help you.
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Task 1: Look at the box and explain the difference between the rooms.
.
These are the most important room categories:
double room
twin room
single room
What does en suite mean?
An en suite room is a room that has a toilet and a shower or a bath included.
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Task 2: You can find different facilities1 in a hotel. What might be important on a business trip?
Write down the facilities in the word cluster.
Internet access
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fitness club
Facilities
Facilities
Task 3: Read the following dialogue and complete it. You can choose prompts from the box below:
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for the last night – a single en suite room – Internet access – from – That’s fine. –
How can I help you? – how many nights – until – available
Booking a room – a dialogue
Peter Johnson: Hotel Paradise, Peter Johnson speaking.
CD 2;
Track 5
Ian Smith: Good morning. This is Ian Smith from Art Furniture. I would like to book
for tomorrow.
Peter Johnson: And
would you like to stay?
Thursday
Ian Smith: I need it for three nights,
Sunday.
for three nights. I can offer
Peter Johnson: I’m sorry but we don’t have a room
you a room for two nights. It would be possible to move into another room
.
Ian Smith: Well, all right. And do you have
.?
Peter Johnson: Yes, we have a desk with Internet access in every room.
Ian Smith:
. Then I would like to book the room.
Vocabulary
1 facility: hier: Hotelangebot
2 RAAbits Englisch • Berufliche Schulen • Februar 2012
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