Setting up a meeting people want to attend — Workbook
1. Vocabulary in context
Complete each sentence with ONE word or phrase from the box. Two items are extra.
- Could you drop the agenda by Wednesday evening?
- I'd love to join, but I'm afraid I have a drop at 3pm.
- I have a drop at 5 — can we plan to finish by then?
- It's a drop meeting: every Monday at 10.
- You don't need to attend the whole call — you're an drop .
- Something urgent came up — could we drop to Friday?
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2. Polite modals & time prepositions
Rewrite each sentence in a more polite, professional register.
- Send me the agenda.
- Move the meeting to Friday.
- I can't come.
- The meeting is in Thursday at 10.
- Please send the deck until Friday.
- Would you mind to reschedule the call?
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3. Which sentence is more natural in a business context?
Choose the more professional option.
You want to propose Thursday politely.
You want to signal you must end at 4pm.
You want to invite someone as non-essential.
You want to buy time before confirming.
You want to postpone a meeting politely.
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4. Find and fix the mistake
Each sentence has ONE mistake. Rewrite it correctly.
- Could you to send the invite, please?
- The workshop is on the morning.
- Would you mind to circulate the agenda?
- Please send the deck until end of day.
- I was wondering if you can join the call.
- We meet at Monday at 10.
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5. Listening — inviting a supplier to a site visit
Helena (office manager) calls Rafael (supplier rep) to invite him to a site visit. Listen (or read the transcript) and answer.
- Why does Helena call Rafael?
- Which two options does Helena offer, and which one does Rafael take?
- What does Rafael ask Helena to send, and by when?
- What does Helena promise at the end of the call?
Show transcript
Helena:Hi Rafael, it's Helena from Solari. Do you have a moment? I'm calling about the new warehouse.
Rafael:Of course. Go ahead.
Helena:We'd like to invite you for a site visit. Would it be possible to do it next week? I have two options: Tuesday at nine in the morning, or Thursday in the afternoon.
Rafael:Tuesday mornings I'm on the road, so Thursday is better for me. Two o'clock?
Helena:Two o'clock on Thursday works perfectly. The visit takes about an hour and a half.
Rafael:Good. Could you send me a short agenda and the safety instructions? Ideally by Wednesday lunchtime, so I can read them on the train.
Helena:Absolutely. I'll send the calendar invite today with the agenda attached, and the safety sheet tomorrow morning.
Rafael:Perfect. And if the time changes?
Helena:I'll call you straight away. The warehouse manager sometimes moves things, but I'll warn you the same day.
Rafael:Great. See you on Thursday, then.
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6. Writing — meeting invitation email (100–120 words)
Write a meeting invitation to a colleague AND an external client. Include: a one-sentence objective, three agenda points with rough timings, a proposed time using correct prepositions (at/on/in/by), and one polite modal ('Would it be possible to…' / 'Could you…'). End with a soft deadline for confirmation.
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7. Reading & discursive reflection
Re-read the classbook article 'The 20-minute invitation rule'. Then answer in 100–130 words.
- The text argues that if you can't state a meeting's decision in 20 seconds, it probably shouldn't happen. Is this realistic in your team? What would you keep, and what would you have to adapt?
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