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Complete this memo with suitable words or expressions.
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From: Chief Executive
To: All managers
Subject: Memo
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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.