079_Making an Appointment

079_Making an Appointment

Making an appointment in a clear and efficient way is a key business English skill. In this first of two episodes, we will learn and practice short conversations for making an appointment.

Kevin:

Hello and welcome to Nichibei Kaiwa Gakuin Podcasting episode 79. A great place to review English words and phrases. My name is Kevin Jones. Do you feel comfortable when making appointments? In this podcast we will review a variety of phrases for offering and arranging appointments. In this episode, we will look at four groups of phrases which can help with arranging appointments.
First let’s listen to this IP Phone conversation between a salesperson and possible new client.

Salesperson:

Good morning. ClearView systems. This is Peter Jackson. How can I help you?

Client:

Good morning. My name is John Ford and I’m with The Regal Hotel in Georgetown. I’m calling because I’d like to find out about your hotel TV systems.

Salesperson:

Certainly Mr. Ford. Can you tell me a little more about your hotel?

Client:

Of course. The Regal is a 4 star hotel located in the heart of old Georgetown. We have 175 rooms and our customers are mostly upscale tourist and business people.

Salesperson:

And which products you’re interested in?

Client:

Well, our existing hotel TV system is analogue and we need to upgrade to digital before the end of the year. Is that something you deal with?

Salesperson:

Yes it is. In fact we have a team of experts who can help your hotel easily transition to digital.

Client:

That’s good to hear. So Mr. Jackson, what’s next?

Salesperson:

I think it would be best for me to visit your hotel as soon as possible so that I can see your existing system and discuss your needs in more detail. Can we arrange a date for a meeting?

Client:

Ok that sounds fine. How about Monday the 30th of August?

Salesperson:

Tuesday would be better for me.

Client:

OK then. Tuesday August 31st. Will 10am be alright?

Salesperson:

Yes 10am suits me fine.

Kevin:

OK. This conversation had several phrases which helped with communication in 4 areas:

1.Stating interest – or saying what you are interested in.
2.Asking for information
3.Suggesting arrangements and
4.Stating a preference – or saying what you want.

First let’s listen again to the phrase for stating interest.

Client:

I’m calling because I’d like to find out about your hotel TV systems. (repeat-SFX)

Client:

I’m calling because I’d like to find out about your hotel TV systems.

Kevin:

Here the phrase is “I’d like to find out about”. Another phrase is “We’re interested in”.

Kevin:

Next are phrases for asking for information.

Salesperson:

Can you tell me a little more about your hotel? (repeat-SFX)

Salesperson:

Can you tell me a little more about your hotel?

Kevin:

This is a casual way to ask for more detailed information about something. The next question which asked for information was…

Salesperson:

And which products you’re interested in? (repeat-SFX)

Salesperson:

And which products you’re interested in?

Kevin:

Then the customer states his problem and what he needs. He finishes his sentence with…

Client:

Well, our existing hotel TV system is analogue and we need to upgrade to digital before the end of the year. Is that something you deal with? (repeat-SFX)

Client:

Is that something you deal with?

Kevin:

Now let’s move on to our third group, suggesting arrangements. Listen to this.

Salesperson:

I think it would be best for me to visit your hotel as soon as possible so that I can see your existing system and discuss your needs in more detail. Can we arrange a date for a meeting? (repeat-SFX)

Salesperson:

Can we arrange a date for a meeting?

Kevin:

And then the Client suggest a day…

Client:

Ok that sounds fine. How about Monday the 30th of August? (repeat-SFX)

Client:

How about Monday the 30th of August?

Kevin:

Which leaves us with our last group of phrases today, number 4, stating a preference. Listen to this.

Salesperson:

Tuesday would be better for me. (repeat-SFX)

Salesperson:

Tuesday would be better for me.

Kevin:

Then Salesperson agrees to the time.

Salesperson:

Yes 10am suits me fine.

Salesperson:

Yes 10am suits me fine.

Kevin:

That’s it for the target phrases for this podcast. Be sure to repeat these phrases and be sure to go back and listen to the conversation again. And remember that you can find a transcript for this podcast and listen to past episodes at www.nichibei.ac.jp . And be sure to come by Nichibei, conveniently located near Yotsuya station and observe a class. We have classes in business, conversation, TOEIC test preparation, and advanced studies. Find out why Nichibei Kaiwa Gakuin is a great place to build you future.
This podcast is a production of Nichibei Kaiwa Gakuin.