📝 Workbook · Business · Unit 1

Arranging a meeting & exchanging contact details — Workbook

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Exercise 1

1. Match the phrase to its function

Match each line to what it DOES in the meeting-arranging flow.

  • Would you have 20 minutes next week to discuss X?
  • Would Tuesday at 10 or Thursday at 3 work for you?
  • Thursday at 3 works well — I'll send a calendar invite.
  • Something urgent has come up — would you mind if we moved to Wednesday?
  • I'll drop a quick recap in writing afterwards.
  • Could I get your direct mobile, just in case?
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Exercise 2

2. Meeting-arranging gap-fill

Complete with ONE word from the box.

Word bank — drag or tap, then tap a gap
  1. Would Tuesday at 10 or Thursday at 3  drop  for you?
  2. I'll  drop  a calendar invite this afternoon.
  3. Something urgent has come up — would you  drop  if we moved to Wednesday?
  4. I'll send an  drop  beforehand so we make the most of the time.
  5. Thursday's tricky — could we  drop  at Friday morning instead?
  6. I'll drop a quick  drop  in writing afterwards.
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Exercise 3

3. Rewrite as a professional meeting request

Rewrite each blunt request as a polite, specific meeting request.

  1. Give me 20 minutes this week.
  2. I need to move our Tuesday call.
  3. Send me your number.
  4. Let's talk about pricing.
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Exercise 4

4. Fix the meeting request

Each request has ONE main problem. Identify it.

  1. Subject: Following up Hi, Let's catch up soon! Thanks.

  2. Subject: URGENT!!! Meeting ASAP!!! Hi María, When you get a chance, could we chat about Q3? Thanks!

  3. Hi Alex, I'll call you Tuesday at 10.

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Exercise 5

5. Contact-details spelling drill

In pairs, take turns dictating the following email addresses and phone numbers over the phone. The partner must read them back digit-by-digit / letter-by-letter to confirm.

  1. aditi.rao@brightlights.com
  2. j.o'connor@nkg-partners.io
  3. +34 612 445 890
  4. +81 3 6712 4098
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Exercise 6

6. Listening — from voicemail to booked meeting

Nadia leaves a voicemail for Alex asking for a follow-up meeting. Alex calls back. Listen for the topic, the time, the format and the contact detail they exchange.

🎙️ Voicemail + reply call — multi-voice

  1. What time and format do they agree on?
  2. Which contact detail does Alex ask for?
  3. What's the fallback plan if Wednesday collapses?
Show transcript

Isabel (voicemail):Hi Alex, Nadia here. Quick one — I'll need us to walk my board through the updated proposal on Wednesday morning if possible. Two changes since we last spoke: we now want to include LATAM, and we'll need a short executive-summary version. Call me back when you can.

Victor:Hi Nadia, thanks for the voicemail. Would 9:30 Wednesday work for a 45-minute video call? I'll send a shorter draft the evening before so you can react.

Isabel:Perfect.

Victor:One quick thing — could I get your direct mobile, in case the office line drops out?

Isabel:Sure. +34 612 445 890.

Victor:Let me read that back — +34 612 445 890. And if Wednesday collapses, we'll move to Thursday afternoon. Have your assistant confirm by end of Tuesday and I'll send an agenda today.

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Exercise 7

7. Writing — the calendar-invite text

Write the SHORT invitation text (60–80 words) for the Wednesday call above. Include: topic, length, time in BOTH time zones (Ams / Madrid), format, one-line agenda, and a closing that offers flexibility. Use at least THREE phrases from the Unit 1B phrase bank.

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Exercise 8

8. Case study reflection

Go back to the Bright Lights case (Aditi's first-week meetings). Answer briefly.

  1. Which of Aditi's SIX meetings would you schedule FIRST, and why?
  2. What's ONE contact-detail habit Aditi should adopt from day one?
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