Business English for Meetings

unit 1
Could we meet next week?
Unit 1
 1. E
2. brainstorming progress 6. shareholder
C
3. kick-off meeting
5. board
D 4. team A
F
a.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.
 Which sentence can be used?
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?
 Sentence scrambles
Look at the words and put them in the
correct order to make a sentence.
 fine
would
Yes,

that
be
 like
to
you
when
meet
would
40 Seconds
 at
Thursday
how
11:30
about
morning
40 Seconds
would
for
be
next Tuesday
you
how
40 Seconds
 to
forward
you
I look
then
meeting
40 Seconds
 Asking for a meeting
• 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?
 Suggesting a meeting time

• 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?
Saying that you aren’t able to attend

• 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 can attend

• Sounds good.
• Yes, that works for me.
• Yes, that would be fine.
• Certainly, I look forward to meeting with
you.
 Confirming the day and time

• See you on Monday at seven.

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

• 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
 Formal / informal

• It was a pleasure to • It was nice to speak to

speak with you today. you today.
• I’d like to take this • Thanks for agreeing
opportunity to thank to meet with me.
you for agreeing to
meet with me.
 Formal / informal

• I would like to • Just to confirm the

confirm the date and date and time of our
time of our meeting: meeting:
• Should you have any • Give me a call if you
questions in advance have any questions
of our meeting, please before the meeting.
do not hesitate to get
in touch with me.
 Formal / informal

• I very much look • Looking forward to

forward to meeting seeing you then.
you.
• Regards
• Yours sincerely
 Email Etiquette-Top 10

• Professionalism counts!
• Title in the subject line
• ‘Need to know’ rule
• Keep it to brief
• Content should be clean
• Use spell check
• Be careful not to ‘Reply to All’
• Avoid courtesy messages
• Don’t clog the system
• Talking to people is still okay!
Four Seasons Email Use Guidelines

Addressing
• 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.
 Replying

• 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
 Attachments

• 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
 E-mail Guidelines
Use the following plain text format
to list your contact information:

Example:

Warm regards

Nikita Thakur
Reservations Manager
Four Seasons Hotel Mumbai
114 Dr E Moses Road, Worli,
Mumbai 400018
India
Direct Line: +91 22 6662 7343
Direct Fax: +91 22 6662 7344
Email: mailto: nikita.thakur@fourseasons.com
web: http://www.fourseasons.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
 Six Rules of Email
• 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

To: anna.evans@dbd.com
From: mark.peters@dbd.com
Subject: 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 _______
book a meeting room and ________ emailIan and
me the room number? Also, can you _________ the agenda
tocirculate
Ian and the consultants? And we’ll need AV, can you
_______ a projector andreserve
speakers for us? Don’t forget to
______ some coffee and biscuits. order
Finally, can you _______
attend the meeting, please? The discussion
is important so I’ll need you to ______ the minutes.
take
Thanks for your help.
Best wishes
Mark