MAKING AN APPOINTMENT AND

RESERVATION BY PHONE

MUSTIKA SARI MASRIN, S.Pd., M.Pd

DEFINITION

 APPOINTMENTIS AN ARRANGEMENT TO MEET

SOMEONE AT A PARTICULAR TIME AND PLACE.

 RESERVATION IS ARRANGEMENT WE MAKE

WITH A RESTAURANT, HOTEL, OR TRAVEL
AGENT FOR A TABLE OR SERVICE TO USE AT A
CERTAIN TIME IN THE FUTURE
SOCIAL FUNCTION
 How to make and receive call when making an
appointment and reservation by phone.

 Listening and imitating conversations to call and

receive calls in making an appointment and
reservation by phone.

 Practiceplaying the role of calling and receiving calls

in making an appointment and reservation by phone.
RESERVATION

ARRANGEMENT WE MAKE WITH A

RESTAURANT, HOTEL, OR TRAVEL
AGENT FOR A TABLE OR SERVICE TO
USE AT A CERTAIN TIME IN THE
FUTURE
 HOW TO MAKE A RESERVATION
RECEPTIONIST CALLER
The receptionist will ask for the needs of the caller :
>> what may I assist you with ?
>> How many I help you ?
>> Can I help you ?

State your purpose :

1. Ticket reservation
 I’d like to book a ticket
 Can I book a seat on tomorrow’s flight ?

2. Room hotel reservation

 Have you got rooms for a family of five for tomorrow
night ?

3. Restaurant reservation
 I’d like to reserve a table for seven people, today at 7
p.m.
Receptionist confirm your name :
>> would you spell your name, please ?
>> Would you repeat your name, please ?
A. RESERVATION FOR FLIGHT TICKET

 We will learn the way to make plane ticket

reservations via phone and the etiquette.
 Makinga ticket reservation first before the day
you go will make you are more planned to do your
journey.
 Youcan make a plane ticket reservation by phone
one or several days ahead.
 HOW TO MAKE RESERVATION FOR
FLIGHT TICKET
 Identify yourself in the beginning of calls (give information about your
name and your purpose ).
 Being sensitive to the tone of your voice.
 Think through exactly that you would ask and say before making call to
make conversation more efficiently.
 On the important information or message, try to speak clearly and
slowly.
 Do not allow yourself to be distracted by other activities while talking
on the phone.
 Avoid interruptions during conversation.
B. RESERVATION FOR HOTEL ROOM
 We will learn how to make a hotel reservation by phone.
 People usually ask about the hotel facilities, price and availability.
 In reserving/booking the hotel room over phone, there are some
phrases you can choose to say to check the room availability, as
follows :
>> Do you have any vacancies ?
>> Is there any double room available at …. ?
>> I’d like to ask about room availability.
>> Is there any room available on next weekend ?
>> Etc.
C. RESERVATION FOR RESTAURANT
 We will learn how the way to reserve/book a
table in a restaurant both for formal or informal
meeting.
 Bookinga table at a restaurant is easy if you
remember the three most important things you
need to include in your request.
>> Your Name
>> Time
>> How many people.
1. Reservation 4. Availability
A synonym of booking, these words can be used A word used to ask if there are tables that can be
similarly. reserved or not.
 I’d like to make a reservation for tonight at 7  Do you have any tables available this afternoon?
pm. My name is (name).  What is your booking availability for a large group
 I would like to reserve a table for tonight at 7 of 50 people for tomorrow at lunch?
pm.

2. Cancel 5. Booking Times

When you don’t want the booking or reservation
made previously.
 I would like to cancel the booking/reservation I
made for tonight under the name of (name).
What is the earliest/latest time I can make a
reservation?
 Please reserve a table for me at (time). My name
is (name).
 Do you have any times available to make a
booking for tonight?
 What time does the restaurant open this evening?
Do you allow bookings?

3. People 6. Area Selection – Window / Inside / Outside

The plural of person, it is used to specify how many  We want a table by the window if you have one.
people will be coming.  We would like to be seated inside.
 I need to make a booking for 23 people. My name  Can you reserve one of your outside tables for us,
is (name). please?
 APPOINTMENT

 ANARRANGEMENT TO MEET SOMEONE AT

A PARTICULAR TIME AND PLACE.

 IT
CAN BE FOR A BUSINESS OR PERSONAL
PURPOSE, LIKE SEEING A DENTIST OR
DOCTOR, LECTURE, TEACHER, OLD
FRIENDS, BUSINESS COLLEAGUES, ECT.
HOW TO MAKE AN APPOINTMENT BY
PHONE

EXPRESSIONS AND RULES

 Great and introduce yourself politely.

Starting from the initial greeting, introduce
yourself and say the purpose of the call.
 Suggest the time and place
 Recheck and confirm
 1. Great and introduce yourself politely
CALLER RECEPTIONIST
a. Starting from initial greetings.
Hello… good morning/afternoon.

b. Introduce yourself
This Vita calling. I’d like to make an
appointment to see Mr. Raul.

The receptionist will ask the purpose of the

call :
 Can you tell me what it is about ?
 Can you tell mw what is regarding ?
c. Purpose of the call
Yes, it’s about the new marketing strategy.
Yes, I’d like to discuss my proposal.
2. Suggest the time and place
3. Recheck and Confirm
 Before ending the call, you should double-check the agreed appointments and
make sure.
 The purpose is for both parties to be sure and remember the dates and
appointments that have been set.
 The phrases used are:
 Ok. So that’s Monday at 4 pm.
 Shall we meet in the boardroom?
 Shall I come to your office?
 Thanks see you then.
THANK YOU