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MAKING ARRAGEMENTS IN BUSINESS

CONTEXT
Aim
Objectives

: The students will be able to use English expressions in making


business arrangements in business context .
: by the end of the unit, the students will be able to
explain future plans and arrangements
fix a time and a place for a meeting
invite business contacts to social events

Aswer the following questions.


1. If you invite your colleague on the phone to play golf, what would you say?
2. At the end of the call, your friend confirms the arrangement. What do you think
he/she might say?
3. When someone invite you to do something together but you cannot make it. What
would you do/say?

Timetables, plans, and arrangements


My flight leaves at 2.15
We often use the present simple to talk about time tables.

Activity 1:
Work with a partner, asking and answering questions.
A: When does the London Train leave?
B: It leaves at 11.20
The London train
The board
meeting
The bank

Speaking 3

Leave
Arrive
Start
Finish
Open
Close

11.20 a.m.
3.45 p.m.
3.00p.m.
5.15 p.m.
9.30 a.m.
3.30 p.m.

Page 1

IAMT

MANGE
CONFERENCE

Programme for July 22ndTOUR

RESTAURANT
9.30 am Regional Performance
French Cuisine
Reports
Germany
Lunch
12 noonItaly
2.30pm
Scandinivia
Dinner 7.00pmMalborough Room
11.00pm
Conference Suite 6th floor
The restaurant is
located in the
12.30 pm Lunch
Florence Arcade
Swithins Resyaurants
On the Ground
3rd floor
Highlight
Floor.

sPatrons are kindly

2.30 pm RegionalPerformance
Requested to
reserve
Reports
The USA
Unisexa table in
advance
to avoid
Hungary
Hairdresser
disappointment.
945amSpain
(0751) 248260
5.30pm
Malborough Room
Florence Arcade
Conference Suite 6th floor
8.00 pm- Roof Top Barbeque RivervSidevHotel
with
Midnight the Hill Runners Jazz
COACH
Quartet
TOURS
SHUTTLE BUSES
TO THE
RiversideHotel
OF THE
AIRPORT
Roof Garden
CITY
RivervSidevHotel offers a
regular daily serviceto
Heathrow and Gatwick Coaches
leave from the main entrance
at 7.00, 10.00,13.00, 16.00, and
19.00
Please allow 60 minutes for

Activity 2:
Now look at the conference
programme and ask about
the regional performance
reports
the shuttle buses to the
airport
Mange tour restaurant
The roof-top barbeque
Highlights hairdressers
coach tour of the city

Twice daily
tours
10.30 2.30
2.30 - 4.30
8 adult 5

Activity 3:
Im flying to Chicago on Friday
We use the present continuous tense to talk about future plans and arrangements
Look at the itinerary below. Ask and answer questions about Mr. Grubers
Schedule.
A: When is he arriving?
B: at 9 oclock
A: Whats he doing first?
B: Hes meeting the Overseas Sales Manager in the conference room.
ITINERARY FOR THE VISIT OF MR. H. GRUBER TO THE LEYTONSTONE
FACTORY.
25 JULY
Speaking 3

Page 2

9.00

Arrival

09.05-09.45

Meeting with the overseas Sales Manager (Conference Room)

09.45-10.15

Company presentation video

10.15-10.45

Coffee with the Marketing Director and Finance Director

10.45-11.45

Demonstration of the N4 prototype

11.45-12.40

Meeting with the Managing Director and Marketing Director (Board


Room)

12.40-02.30

Lunch with the Overseas Sales Manager (Saraceno Restaurant)

02.30-03.30

Tour of Leytonstone factory

03.30-04.00

Final discussions with the Overseas Sales Manager

04.00

Car to terminal 2, Heathrow Airport

06.00

Flight to Frankfurt, LH 1607

Activity 4:
Put these sentences in the correct order to make a short conversation.
Yes, please. Would Tuesday the 26th be convinient?
Its quite all right. Ill look forward to seeing you on Thursday the 28th, then.
Im calling about our appointment on the 25th. Im afraid I cant make it.
Thank you. Goodbye.
Yes, I can manage the 28th. Im sorry to be a nuisance.
It doesnt matter. Would you like to fix another time?
Im afraid Im tied up on the 26th. How about the 28th?

Activity 5:
Supply alternatives for these phrases. Use words from the conversations.
1. We need to arrange
a time for the next meeting.
f.....................
2. Are you free
H ......................

next Wednesday?

3. Im afraid Im busy.
t ..................... up.

Speaking 3

Page 3

4. When would suit you?


Be c ....................... ?
5. I can make
m.......................

Friday.

6. Im afraid I cannot come


to Tuesdays meeting.
m....................... it

Invitations 1
Inviting
Would you like to ...?

Saying Yes
Thank you. Id like that.
That would be lovely.

Saying No
Id love to, but ...
Im sorry, but ...

Activity 6:
You are attending a foreign visitor from your parent company. Ask if they want to:
come to the monthly marketing meeting
give a talk at the meeting
meet the production manager
see the new packaging machinery
come to a party

Fixing a time
___________________________________________________________________
Suggesting a time
Can you

Are you free

make
Manage
on
at

2 oclock on Thursday?

the 26th?
3.30?

How about

Saying Yes

Speaking 3

Saying No

Page 4

Yes, that suits me.


Yes, Im free.
Yes, thats fine.

Im afraid

I cant

make
manage

it.

Im tied up.

Activity 7:
Practice the phrases in pairs. Use the pattern below.
Sales person

Customer

Invite your friend to lunch


Say yes
Suggest a time
Say no and suggest
another time
Say no and suggest
another time
Say yes

Now practice again. The sales person should invite the customer to:
visit a local tourist spot
come to dinner
come to a night club
You want to arrange a meeting with the people sitting next to you. Arrange a time
and place that suit everyone.
Asking for suggestions
When
What time
Where

Speaking 3

would

Conforming
suit you
be convinient for you?

Page 5

Ill look forward to seeing you


on Thursday at ten, then.
See you on Thursday at ten, then

Activity 8:
Work in pairs. One person should look at information A and the other should look
at information B.
You want to arrange a meeting with your colleague. Phone him/her and arrange a time
and place.
Here are diary A and diary
December
9 Monday

B forDecember
next week.
A

12 Thursday

9am-5 pm Facilities management


9 am Visit new factory with conference
Peter Gallagher
3 pm Check up, Guys Hospital

10 Tuesday

13 Friday

12.30 pm Juan Cuchico,


lunch, Simpsons

8 am Finance Dept: meeting


on agency contract

11 Wednesday

14 Saturday

9.30 am Mourgen OBrien,


Mathew Hitch Bank

15 Sunday

Saturday 8 pm Tosca, Covent


Garden
Sunday 10 am Golf, Guildfort

9 Monday
B
2 pm

Beenice Jardin
Space Utilization Services

10 Tuesday

10 am 6pm

Industrial Lubricants
Trade fair, harrogate

11 Wednesday
08.10

Fly to Luxemburg LG 402


(Return 20.30 BA 149)

12 Thursday
1.00 pm

13 Friday
2.00 pm

Lunch, J Coleman. Brewster,


LAssiette au Beure

Pollution control meeting

14 Saturday

15 Sunday

Saturday 7.30 pm London Symphony


Orchestra, Royal festival Hall

Speaking 3

Page 6

Invitations 2
Inviting
Do you feel like ...(ing)?
How about ...(ing)?

Saying Yes
Thats a good idea.
Yeah, great.

Saying No
Well actually ...
Im afraid ...

Compare these phrases with the ones on page 18 which are more informal?
tomorrow

at the weekend

NOW

THE FUTURE
tonight

the day after tomorrow

next week

Activity 9:
Ask a colleague about their future plans. If they are free, invite them to do
something with you.
A: Are you doing anything special tonight?
B: No, not really. Im just going home and watching TV.
A: How about coming out for a drink?
B: Thats a good idea.
Here are some ideas of things to do.

Activity 10:
Speaking 3

Page 7

Work with a partner One person should use information A and the other should
use information B.
1.

(A) you are waiting your UK subsidiary for three days next week. You have twolunch time appointment but you also want to arrange meetings with the people on the
list.
Names

Times needed for meetings

Mrs. Carne
Mr. Gandhi
Miss Carley

3 hours (must see her on Monday morning)


2 hours
3 hours

Mr. Barnes
Ms. Lyon

4 hours (Factory tour)


2 hours (Wednesday if possible)

Phone your colleague in the UK and arrange your schedule. Pencil in the times.
21 Monday

22 Tuesday

23 Wednesday

Speaking 3

09-10 am
10-11 am
11-12 am
12-01 pm
01-02 pm
02-03 pm
03-04 pm
04-05 pm
09-10 am
10-11 am
11-12 am
12-01 pm
01-02 pm
02-03 pm
03-04 pm
04-05 pm
09-10 am
10-11 am
11-12 am
12-01 pm
01-02 pm
02-03 pm
03-04 pm

Lunch with Dave Csernovics


(Braclays Bank)

Reception Barbican Centre

Page 8

04-05 pm

2. Your boss has just told you about an important meeting at head office next
Wednesday so you must catch the 6 a.m. flight home on Wenesday morning.
Phone your colleague in the UK again. Explain your problem and rearrange your
schedule. You can cancel your visit to the reception but you cannot cancel your
appointment with Dave Csernovicz.
1. (B) You are expecting a visitor from your parent company for three days next week.
The visitor wants to meet these people on the list. You contacted them to find out
when they are free.
Mrs. Carne
Mr. Gandhi
Miss Carley
Mr. Barnes
Ms. Lyon

- Free any day before 12 am.


- Free all day Tuesday and
Wednesday afternoon
- Free anytime on Monday or
Wednesday. Away all day on Tuesday
- Away all day Monda. Free anytime
on Tuesday or Wednesday.
- Free 1-3 pm. Tuesday and all day
Wednesday.

The visitor phone you. Help to arrange his/her schedule. Pencil in the times.
21 Monday
09-10 am
10-11 am
11-12 am
12-01 pm
01-02 pm
02-03 pm
03-04 pm
04-05 pm
22 Tuesday
09-10 am
10-11 am
11-12 am
12-01 pm
01-02 pm
02-03 pm
03-04 pm
04-05 pm
23 Wednesday
09-10 am
10-11 am
Speaking 3

Page 9

11-12 am
12-01 pm
01-02 pm
02-03 pm
03-04 pm
4.5 pm
2. The visitor calls you again with a problem. Help him/her to change the schedule.
Change your notes.

Speaking 3

Page 10