Arranging a meeting

From:	Samantha Stewart
To:	FullName
Subject:	possible meeting

Draft

A good writer will write several versions before they are happy with the final result.

For each section, take the Skills Training and then write your first draft. Compare your draft with the model answer and rewrite it until you are happy with it.

Subject

Arranging a meeting

Opening

Dear Ms. Stewart,

Explain why you are writing

Take the Skills Training before writing this section.

Skills TrainingYou must complete this Skills Training activity before you can start writing.

Explain why you are writing.

Q1

Which is the best opening paragraph and why?

Click on the correct answer.

Thank you for your email. I would like to arrange a meeting. We want to show you our latest designs.

Not really!

These sentences are too short. Many short sentences together do not sound good. We can make some sentences here longer: I would like to arrange a meeting to show you our latest designs.

Thank you for your email yesterday. I would like to arrange a meeting to show you our latest designs.

This is the best opening answer.

Thank you for your email yesterday is a polite way of thanking somebody.

I would like to arrange a meeting to show you our latest designs is a polite way to ask for a meeting. It also states the aim of the meeting (to show your latest designs).

Thank you for your email yesterday. I would like to meet.

No!

You need to give a reason for the meeting (to show your latest designs).

Write this section here.

Word Count0

Aim: Thank the client for his email and ask for a meeting. Explain why you want to meet.

Ideas: thank you, email yesterday, arrange a meeting, show latest designs

Recommended Word Count: 15 - 20

Model Answer

Thank you for your email yesterday. I would like to arrange a meeting to show you our latest designs.

We use would like + verb infinitive (with to) as a polite way to make a request.
I would like to speak to David.
She would like to meet you.

Arrange a time and place to meet

Take the Skills Training before writing this section.

Skills TrainingYou must complete this Skills Training activity before you can start writing.

In this paragraph, you need to arrange a time and place to meet.

Q1

Which sentence talks about when you can meet?

Click on the correct sentence to highlight it.

Would it be possible for you to come to our office on Granger Road? I am there from Mondays to Thursdays and can meet you at any time of day.

Correct!

We use from Mondays to Thursdays to mean every day between Monday and Thursday (Monday, Tuesday, Wednesday, and Thursday).

At any time of day means you can meet when the other person wants to meet (morning, afternoon, or evening).

Think again.

We use from Mondays to Thursdays to mean every day between Monday and Thursday (Monday, Tuesday, Wednesday, and Thursday).

At any time of day means you can meet when the other person wants to meet (morning, afternoon, or evening).

Q2

Which sentence do we use to make a polite request?

Click on the correct sentence to highlight it.

Would it be possible for you to come to our office on Granger Road? I am there from Mondays to Thursdays and can meet you at any time of day.

That's right.

We say Would it be possible (for someone) to do something to make a polite request.

Think again.

We say Would it be possible (for someone) to do something to make a polite request.

Write this section here.

Word Count0

Aim: In this paragraph, you need to arrange a time and place to meet.

Ideas: possible to come to our office? - there Mondays-Thursdays, meet any time

Recommended Word Count: 15 - 35

Model Answer

Would it be possible for you to come to our office on Granger Road? I am there from Mondays to Thursdays and can meet you at any time of day.

We say Would it be possible (for someone) to do something to make a polite request.
Would it be possible for you to come tomorrow?

Confirming

Take the Skills Training before writing this section.

Skills TrainingYou must complete this Skills Training activity before you can start writing.

Confirming

Q1

Would you use this paragraph to ask a client to confirm a time to meet?

Click on the correct answer.

Please contact me.

Yes

No!

This is too short. Also, it does not give a reason for the client to contact the writer.

That's right!

This is too short. Also, it does not give a reason for the client to contact the writer.

Q2

Is this a good paragraph for asking a client to confirm a time to meet?

Click on the correct answer.

Please call me on 443 276-0928 to confirm a time for us to meet.

Yes

This is the best answer.

Please call me on 443 276-0928 is a polite and simple way to ask for further contact.

...to confirm a time for us to meet gives the reason for the client to call.

Think again.

Please call me on 443 276-0928 is a polite and simple way to ask for further contact.

...to confirm a time for us to meet gives the reason for the client to call.

Q3

Would you use this paragraph to arrange a time to meet?

Click on the correct answer.

Give me a call and we’ll arrange a time to meet.

Yes

No!

This is too informal at this early stage of the relationship. Give me a call is an informal expression, and we’ll is also informal (formal English is we will).

That's right!

This is too informal at this early stage of the relationship. Give me a call is an informal expression, and we’ll is also informal (formal English is we will).

Write this section here.

Word Count0

Aim: Finish the email by asking the client to confirm a time to meet.

Ideas: please call, 443 276-0928, to confirm

Recommended Word Count: 10 - 15

Model Answer

Please call me on 443 276-0928 to confirm a time for us to meet.

Please call me on 443 276-0928 is a polite and simple way to ask for further contact. We often use please + verb to ask directly for something.
Please email me at this address: info@bw.com.

Signing off

Take the Skills Training before writing this section.

Skills TrainingYou must complete this Skills Training activity before you can start writing.

Use a short, polite expression that offers future contact.

Q1

Which is the best way to sign off and why?

Click on the correct answer.

Call me soon.

Not really!

This is too direct.

See you next Monday.

No!

You do not know when you will see the client. You will speak to the client before you see him.

I hope to speak to you soon.

This is the best answer.
I hope to speak to you soon is a polite way to say you want more contact in the future.

Write this section here.

Word Count0

Aim: Use a short, polite expression that refers to future contact.

Ideas: speak to you soon

Recommended Word Count: 5 - 10

Model Answer

I hope to speak to you soon.

We use I hope to speak to you soon as a polite way to sign off an email. It means we want more contact with the client.

Closing

Sincerely,

Student
Managing Director
Mi Casa

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