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Complete this memo with suitable words or expressions.






From: Chief Executive

To: All managers

Subject: Memo

---------------------------------------------------------------------------

Please find enclosed the _______________________ for next week’s meeting. Please make a note of the _______________________: we are meeting in room 7. Please let me know if you are unable to _______________________.

Please find attached a copy of the _______________________ from the last meeting.

If want me to add other _______________________ to the agenda, please let me know.

 

 

Useful Vocabulary

 

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 come 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.  
Confirming the date and time See you on Monday at seven. So, I look forward to seeing you on Tuesday at four.  

 


 

Role play

 

 

Now role play the following situations with two partners. You need to arrange a meeting with two colleagues. You want to discuss the problems you are having with the new customer service software the company has invested in. Find a time that suits you all to meet. Do not show your diary to either of your partners.

 

 

Partner A

Your schedule for the coming week.

Mon 10-12.30 Meet Stephen Story
Tue 1.00-6.00 Interviews for team assistant job  
Wed In Hamburg on business
Thu 9.15-11.15 Meeting to discuss next quarter’s targets with George Cox   11.30-12.30 Meet Fiona to discuss software problems
Fri All-day team-building workshop

 

Partner B

Your schedule for the coming week.

Mon 9.30-10.30 Angela Stevens   3.00-6.00 Brainstorming meeting
Tue Out of the office all day
Wed 9.00-10.00 Dentist appointment   11.00-12.45 Planning meeting about PR events for new product launch
Thu 10.00-12.30 Meet with team leaders   3.45-6.00 Team meeting
Fri All-day team-building workshop

 

Partner C

Your schedule for the coming week.

Mon 12.30-2.00 Martin Brown   2.15 – 5.30 Meet new HR manager
Tue 9.15-11.00 Harriet’s presentation   11.30-1.00 Progress meeting with Claudia
Wed 12.00-2.30 Business development meeting   3.00-5.45 Prepare for AZF Ltd meeting
Thu 4.00-5.30 Meeting to discuss possible cooperation with AZF Ltd
Fri All-day team-building workshop

 


 

Unit 2 Chairing a meeting

 

 

The chairman, chairwoman or chair – the person in charge of a meeting – opens, runs and closes the meeting.

 

 






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