1BUSINESS ENGLISH FOR MEETINGS

COULD WE MEET NEXT WEEK?

meeting

2. brainstorming1. progress 6.

shareholder5. board3. kick-off

4. team

E

F

B

D

C

Aa.People who work in the same department have this type

of meeting regularly.b.This is a meeting of a company’s most senior managers.c.If you need new ideas, you have this type of meeting.d.This is a meeting for a company’s investors.e.At this type of meeting, you talk about what has been

accomplished on a project.f. This type of meeting is held at the beginning of a project.

1. To arrange a meeting?2. To discuss the length of a meeting?3. To arrange the time of a meeting?4. To say that a suggested time for a

meeting is not convenient?5. To confirm the time of a meeting?

WHICH SENTENCE CAN BE USED?

Look at the words and put them in the correct order to

make a sentence.

SENTENCE SCRAMBLES

wouldYes,

thatbe

fine

like to

you when

meet would

40 Seconds

atThursday

how11:30

aboutmorning

40 Seconds

would for

benext Tuesdayyou

how40 Seconds

toforward

youI look

thenmeeting

40 Seconds

• Could we schedule a time to meet next week?

• I’d like to schedule a meeting as soon as possible.

• Can we meet and go over this together?

• Perhaps we could meet and go over the details in person?

ASKING FOR A MEETING

• How about Monday at nine?• How about sometime after lunch?• Could we meet next week?• Can I suggest 7:30 on Thursday

evening?• Would half past five suit you?

SUGGESTING A MEETING TIME

• Sorry, I can’t make it then.• I’m afraid I have another appointment then.• I’m a bit tied up then. How about another

time?

SAYING THAT YOU AREN’T ABLE TO ATTEND

• Sounds good.

• Yes, that works for me.

• Yes, that would be fine.

• Certainly, I look forward to meeting

with you.

SAYING THAT YOU CAN ATTEND

• See you on Monday at seven.

• So, I look forward to seeing you on Tuesday at four.

CONFIRMING THE DAY AND TIME

• It was nice to speak to you today.• Thanks for agreeing to meet with me later

on.• Just to confirm the date and time of our

meeting:• Give me a call if you have any questions

before the meeting.• -From Dr. Grayson

INFORMAL

• It was a pleasure to speak with you today.

• I’d like to take this opportunity to thank you for agreeing to meet with me.

• It was nice to speak to you today

• Thanks for agreeing to meet with me.

FORMAL / INFORMAL

• I would like to confirm the date and time of our meeting:• Should you have

any questions in advance of our meeting, please do not hesitate to get in touch with me.

• Just to confirm the date and time of our meeting:

• Give me a call if you have any questions before the meeting.

FORMAL / INFORMAL

• I very much look forward to meeting you.

• Yours sincerely

• Looking forward to seeing you then.

• Regards

FORMAL / INFORMAL

1. Professionalism counts!2. Title in the subject line3. ‘Need to know’ rule4. Keep it to brief5. Content should be clean6. Use spell check7. Be careful not to ‘Reply to All’8. Avoid courtesy messages9. Don’t clog the system10.Talking to people is still okay!

EMAIL ETIQUETTE-TOP 10

• Ensure your hotel name is on the email letterhead

• When an email is addressed to several people – assume the message is written to the people in the “To:” field.

• “CC” field is only for people’s information

• “BCC” is not to be used unless absolutely necessary as it does not build trust.

EMAIL USE GUIDELINES

• Determine if an email requires a response before replying to it

• Make sure to include the original message on a reply or forward if you have added recipients

• When using ‘Reply with History’ or ‘Forward’ remove attachments and logos which are no longer needed

REPLYING

• Type text messages directly into an email

• Text attachments should be limited to contracts or other specialized documents

• This will ensure that the recipient can read your message easily

• They may not have the program or ability to read your attachment

ATTACHMENTS

E-MAIL GUIDELINES

Use the following plain text format to list your contact information:

Example:

Warm regards

Nikita ThakurReservations ManagerSofitel Plaza Hotel, Yen PhuTay Ho, Hanoi 84320 VietnamDirect Line: +91 22 6662 7343Direct Fax: +91 22 6662 7344Email: mailto: nikita.thakur@accor.com

E-MAIL GUIDELINES• Whenever you send an e-mail message,

please:

• “Sign” the message with your name , although there is no

need to repeat your contact information each time you send a message to the same person.

• Include the word “mailto:” in your e-mail address to create a hyperlink that allows other people to connect to your address without retyping it.• Phone number format appropriate to our

country: + 91 (22) 6662 7343

• Concise – don’t use unnecessary words

• Correct – accurate, no mistakes

• Complete – all necessary information

• Clear – easy to understand

• Coherent – ensure others can understand what you mean

• Careful – tone, context, vocabulary

SIX RULES OF EMAIL

To: anna.evans@dbd.comFrom: tuan.nguyen@piaggio.comSubject: Arrangements for meeting with sales team

Hi Anna,I’ve just arrange a meeting with Ian Sweeney in sales for Monday at 2 p.m. Can you take care of the preparation, please?Could you _______ a meeting room and ________ Ian and me the room number? Also, can you _________ the agenda to Ian and the consultants? And we’ll need AV, can you _______ a projector and speakers for us? Don’t forget to ______ some coffee and biscuits.Finally, can you _______ the meeting, please? The discussion is important so I’ll need you to ______ the minutes.Thanks for your help.Best wishesTuan

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