1. 《 Professional English for Secretaries 》 Unit 2 Phone Calls Handling Task 3 Making an Appointment 1

2. 2 Key elements for making an appointment?  Time ( )  Venue ( )  Purpose ( )  E-mail address ( )  Name ( )  Phone number ( )  Contract ( )

3. 3 Key elements for making an appointment?  Time ( )  Venue ( )  Purpose ( )  E-mail address ( )  Name ( )  Phone number ( )  Contract ( ) -Mr. Draper, this is Miss Wakeman. Mr. Hilton has expressed a desire to meet with you.

4. 4 Key elements for making an appointment?  Time ( )  Venue ( )  Purpose ( )  E-mail address ( )  Name ( )  Phone number ( )  Contract ( ) -May I ask what this is regarding? -I just set his schedule.

5. 5 Key elements for making an appointment?  Time ( )  Venue ( )  Purpose ()  E-mail address ( )  Name ( )  Phone number ( )  Contract ( ) -When are you available? -How about right now? -“Right now.” please hold.

6. 6 Key elements for making an appointment?  Time ( )  Venue ( )  Purpose ( )  E-mail address ( )  Name ( )  Phone number ( )  Contract ( ) -How far are you from the Waldorf Astoria? -15 minutes. -It’s the presidential suite.

7. 7 Role-play the dialogue  Good morning! Sun Lord Trading Company. Can I help you?  Good morning! This is Fenwick calling from Ali Corporation, Shenzhen branch office.

8. 8 Role-play the dialogue  I’d like to make an appointment with Fritz in the sales department. May I speak to him now?

9. 9 Role-play the dialogue  Do you have any particular time in mind?  Well, sometime before May 3rd. Wednesday or Thursday afternoon will be fine for me.

10. 10 Role-play the dialogue  May I know the subject of the discussion?  It’s about some transaction terms of the cargo we are going to buy from you.

11. 11 Role-play the dialogue  Where is he supposed to meet you?  I will call at his office for the appointment.

12. 12 Key sentences for making an appointment Establish the caller’s identification 1. This is Fenwick calling from Ali Corporation, Shenzhen branch office. (p27) 2. I am Carter from Standard Cars Ltd. of Birmingham, England. (p30) Get to know with whom will the meeting will be held 1. I’d like to make an appointment with Fritz in the sales department. (p27) 2. I’d like to make an appointment to see Mr. Ling sometime next week. (p30)

13. 13 Key sentences for making an appointment Get to know the subject of the meeting 1.May I know the subject of the discussion? (p27) 2.It’s about some transaction terms of the cargo we are going to buy from you. 3. I need to discuss the details of the EPC project with him. (p29) Decide on the venue of the meeting 1. Where is he supposed to meet you? (p27) 2. Where would you like to meet him? (p30) 3. I’ll come here and meet Mr. Lin in his office. (p30) 4. Sir, all our meeting rooms are taken that afternoon. (p30)

14. 14 Key sentences for making an appointment Decide on the time of meeting Do you have any particular time in mind? (p27) Would any particular time suit you? (p29) What time will he expect you? (p29) Well, sometime before May 3rd. Wednesday or Thursday afternoon will be fine for me. (p27) Mr. Wang seems to be available on Tuesday. (p29) As for your appointment with Fritz, would 3:30 p.m. on Wednesday be all right? (p28) I can put you down for ten o’clock. Is that alright? (p29)

15. Group work task-make a dialogue according to the following hints 15 Next week representatives from DEF Company are visiting our company. Their flight is on Wednesday. Mr. Wang wants the meeting to be held on Thursday morning. Unfortunately he has a board meeting to attend that morning. So we change the time to that afternoon. Then we find out that all meeting rooms are taken on that afternoon. Thanks to the cancelation of a sales meeting, we finally get our meeting venue. Mr. Wang asks me to put a production line tour into schedule. We decide that the tour goes right after the meeting. As to the welcoming banquet, it will start at 7 o’clock that evening.…

16. 谢谢！ Thank you! 16