Module code: 137
Arranging a Client Meeting
1 The Client Meeting
Robert and Tiziana are sitting in their office discussing an important client meeting. The clients want to meet next Tuesday at 10 AM and they said they don’t mind where the meeting takes place. ‘Shall we meet the clients here or at their office?’ asks Tiziana. Robert says, ‘I would prefer to meet them here, I will check if our meeting room is free on Tuesday’ After he has checked, he says, ‘The meeting room is free, so I booked it.’ Later, Tiziana says to Robert ‘It’s arranged, we are meeting the clients next Tuesday at 10 AM here in our office.’
Key Terms
- office
- a room or building where people work
- meeting room
- a special room for meetings
- client
- a person or company that uses services
- don’t mind
- used when you want to say: It’s OK for me / I’m happy with it.
- booked
- to arrange or reserve something (like a room, ticket, or appointment) for a future time.
💬 Dialogue 1: Planning the Meeting
Two colleagues discuss meeting arrangements in their office
Tiziana: “Shall we meet the clients here in our office?”
Robert: “I will check the meeting room now.”
Tiziana: “Shall we use the big meeting room or the small one?”
Robert: “The big room is better. I’ll book it right now.”
Tiziana: “Shall we prepare coffee and snacks for the clients?”
Robert: “Yes, good idea. I’ll ask Sarah to help with that.”
Tiziana: “Shall we meet at 10 or 11 tomorrow?”
Robert: “Let’s say 10. I’ll send them an email to confirm.”
🔍 Grammar & Structure Focus
Shall For Suggestions, e.g. Shall we meet them here or at their office?
Will For Decisions made at the time of speaking, e.g. I’ll check if the meeting room is free
Going To for decisions made before you speak about them, e.g. OK that’s all decided, we are going to propose meeting them here
Present Continuous to talk about confirmed arrangements / appointments, e.g. The meeting is now confirmed, we are meeting them next Tuesday at 10 AM here at our office
📝 Key Vocabulary Recap
◆ arrange→to plan or organize something
◆ schedule→to plan a time for something
◆ client→a person or company that uses services
◆ meeting room→a special room for meetings
◆ available→free to use or not busy
◆ confirm→to say something is definitely true or will happen
◆ appointment→a planned time to meet someone
◆ suggest→to give an idea about what to do
◆ decide→to choose what to do
◆ send an email→to write and send a message electronically
◆ book→to reserve something for later use
◆ agree→to say yes to something
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