Making appointments

Being able to make, change and cancel appointments is an important skill in business English. Here are some expressions you can use to do this concisely and clearly.
Asking for an appointment
(formal situations)
I would like to arrange an appointment to discuss….
Please would you indicate a suitable time and place to meet?
(neutral)
Would it be possible to meet (on a date) at your / our offices to discuss…?
(informal)
Can we meet (up) to talk about…?
Suggesting a time
(neutral)
Would Tuesday suit you?
Would you be available on Tuesday?
(informal)
What about…?
Let's say…
Agreeing to an appointment
(formal)
Thank you for your email. I would be available to discuss…. on (date) at (time and place)
(neutral / informal)
Tuesday sounds fine. Shall we say around (time) at (place)?
Saying a time is not convenient
(formal)
Unfortunately, I will be away on business during the week of May 6 – 11, so I will be unable to meet you then. However, if you were available in the following week, I would be glad to arrange a meeting with you.
I will be out of the office on Wednesday and Thursday, but I will be available on Friday afternoon.
Cancelling an appointment
(formal)
Unfortunately, due to some unforeseen business, I will be unable to keep our appointment for tomorrow afternoon.
Would it be possible to arrange another time later in the week?
(neutral)
I’m afraid that I have to cancel our meeting on Wednesday, as something unexpected has come up.
Would you be free to meet early next week?
Apologising
I apologise for any inconvenience. (formal)
I'm sorry about cancelling. (informal)
Asking for confirmation
Please confirm if this date and time is suitable / convenient for you. (neutral)
Can you let me know if this is OK for you? (informal)
Writing to someone you don't know
If you don't know the person, you'll need to give some background information about yourself or your company.
I am… and I would be interested to meet you to discuss…
I would be grateful if you could indicate a convenient time to meet during this week.
I look forward to hearing from you.

Ten ways to be polite in Business

English speaking people value politeness over directness, and Appearing rude when you write or speak is as much a mistake as getting the language wrong. In fact, people are more likely to forgive inaccuracies than rudeness. In fact, people are more likely to forgive inaccuracies than rudeness. Here are ten tips for staying polite in business. Here are ten tips for staying polite in business.

1. 1. Avoid making demands or giving instructions Avoid making demands or giving instructions

Phrases like "I want…" sound rude. Phrases like "I want ..." sound rude. Instead try "I would like…" or "I would be grateful for…": Instead try "I would like ..." or "I would be grateful for ...":

"I would like some information on your range of printers." "I would like some information on your range of printers."
"I would be grateful for some information on your range of printers." "I would be grateful for some information on your range of printers."

2. 2. Remember to use "please and "thank you" Remember to use "please and" thank you "

Use "please" when you ask someone to do something for you: Use "please" when you ask someone to do something for you:
Can you open the window please? Can you open the window please?
Could I have some assistance please? Could I have some assistance please?

Use "thank you" after you have received help. Use "thank you" after you have received help. You can also start a letter with "Thank you": "Thank you for your confirmation of February 10." You can also start a letter with "Thank you": "Thank you for your confirmation of February 10."

3. 3. Show you care about the other person Show you care about the other person

Even if you cannot help a person, try to avoid sounding unfriendly or direct. Even if you can not help a person, try to avoid sounding unfriendly or direct.

"We cannot help you" becomes "We are sorry that we cannot help you further". "We can not help you" becomes "We are sorry that we can not help you further".

"We have no information for you" becomes "Unfortunately, we have no information regarding…" "We have no information for you" becomes "Unfortunately, we have no information regarding ..."

"Your order will be late" becomes "Unfortunately, your order might be late". "Your order will be late" becomes "Unfortunately, your order might be late".

4. 4. Use modal verbs Use verbs capital

These verbs change the mood of a sentence and allow you to sound polite and diplomatic. These verbs change the mood of a sentence and allow you to sound polite and diplomatic. They also make you sound less definite, and more open to other people's ideas. They also make you sound less definite, and more open to other people's ideas.

You can use modal verbs to make suggestions, such as "Perhaps you could consider"; to make requests, such as "Would you let us know the costs?" You can use verbs capital to make suggestions, such as "Perhaps you could consider"; to make requests, such as "Would you let us know the costs?" and to sound tentative, such as "It might be difficult to fill your order in a week." and to sound tentative, such as "It might be difficult to fill your order in a week."

In particular, the past modals (would, could and might) are useful in situations when you want to sound less definite. In particular, the past modals (would, could and might) are useful in Situations when you want to sound less definite. For this reason, they are useful in negotiations when you want to invite the other person to give you a better offer. For this reason, they are useful in negotiations when you want to invite the other person to give you a better offer. For example, saying "Your price is too high for us" sounds definite and could close the discussion. For example, saying "Your price is too high for us" sounds definite and could close the discussion. If you say "Your price would be too high for us", you are inviting the other person to make a counter-offer. If you say "Your price would be too high for us", you are Inviting the other person to make a counter-offer.

Both the ebook and the writing course give detailed information about using modal verbs. Both the ebook and the writing course give detailed information about using verbs capital.

5. 5. Use past forms Use past forms

Use past tenses to put distance between you and the other person and to make you sound less definite. Use past tenses to put distance between you and the other person and to make you sound less definite.

"We were hoping for…" (rather than "We are hoping for…") "We were hoping for ..." (rather than "We are hoping for ...")

"We wanted to know…" (rather than "We want to know…") "We wanted to know ..." (rather than "We want to know ...")

6. 6. Use qualifiers Use Qualifiers

Qualifiers such as "rather", "a little", "somewhat" or "a slight" make problems sound less serious. Qualifiers such as "rather", "a little", "somewhat" or "a slight" make the sound less serious problems.

"We have a problem with the account" becomes "We have a slight problem with the account." "We have a problem with the account" becomes "We have a slight problem with the account."

"There's an issue with our suppliers" becomes "There's a little issue with our suppliers." "There's an issue with our suppliers" becomes "There's a little issue with our suppliers."

7. 7. Introduce bad news Introduce bad news

Use an introductory word or phrase to warn the reader that you have bad news. Use an introductory word or phrase to warn the reader that you have bad news.

"The company has decided to close its offices in New York" becomes "Unfortunately, the company has decided to close its offices in New York." "The company has Decided to close its offices in New York" becomes "Unfortunately, the company has Decided to close its offices in New York."

"Your application has been unsuccessful" become "We regret to inform you that your application has been unsuccessful." "Your application has been unsuccessful" become "We regret to inform you that your application has been unsuccessful."

See also our blog post on giving bad news . See also our blog post on giving bad news.

8. 8. Apologise Apologize

English speakers apologise in many types of situation: when they have made a mistake, if they have bad news, or even when they are referring to general problems: English speakers apologize in many types of situation: when they have made a mistake, if they have bad news, or even when they are referring to general problems:

"I'm sorry, but Mr Smith is out of the office this morning." "I'm sorry, but Mr. Smith is out of the office this morning."
"We are sorry to inform you that we are no longer manufacturing this item." "We are sorry to inform you that we are no longer manufacturing this item."
"We would like to apologise for this misunderstanding." "We would like to apologize for this misunderstanding."

9. 9. Appear neutral rather than confrontational Appear neutral rather than confrontational

Reduce the impact of a criticism by replacing a negative adjective by 'not very' + positive adjective. Reduce the impact of a criticism by replacing a negative adjective by 'not very' + positive adjective.

"That was a stupid comment" becomes "That wasn'ta very smart comment." "That was a stupid comment" becomes "That wasn'ta very smart comment."

"Your customer service representatives are rude" becomes "Your customer service representatives are not very polite." "Your customer service representatives are rude" becomes "Your customer service representatives are not very polite."

Try to use words with a positive focus instead of a negative focus. Try to use words with a positive focus instead of a negative focus.

"issue" or "matter" (instead of "problem") "issue" or "matter" (instead of "problem")
"inconvenience" / "inconvenient" (rather than "difficulty" or "difficult") "inconvenience" / "inconvenient" (rather than "difficulty" or "difficult")
"misunderstanding" (rather than "argument") "misunderstanding" (rather than "argument")
"sensitive" (to describe an issue that you would rather not discuss) "sensitive" (to describe an issue that you would rather not discuss)
"unfortunate" or "disappointing" (rather than "bad") "Unfortunate" or "disappointing" (rather than "bad")

10. 10. Avoid "you" Avoid "you"

Change the focus of the sentence to avoid sounding as if you are accusing the reader. Change the focus of the sentence to avoid sounding as if you are accusing the reader. Instead of writing "you", write "there" or "we". Instead of writing "you", write "there" or "we".

"You made a mistake" becomes "There seems to be a mistake." "You made a mistake" becomes "There seems to be a mistake."
"You said…" becomes "We understood…" "You said ..." becomes "We understood ..."

Making a good first impression

Making a good first impression
Making a good impression on new business contacts is important as it means that the other person will take you seriously from the beginning, and feel comfortable doing business with you.
Greetings
How do you greet someone when you first meet them? Do you kiss their cheek, "airkiss" (kiss the air next to their cheek), hug, squeeze their arm, or shake their hand? The choice of greeting is confusing to many British people who, up until recently, would shake hands in a business context and only kiss close friends or relatives.
Social kissing has become more common in British business culture over the last few years (especially between people who already have a business relationship). However, it is better to give a firm handshake when you meet someone for the first time. This is particularly true when you meet people from cultures where social kissing is not generally practised.
Introducing yourself
(In order of formality)
- How do you do? (With a falling intonation.)
(Correct response is "How do you do?" also with a falling intonatin.)
- Pleased to meet you. I'm …
- Nice to meet you. I'm …
- Hello. I'm…
- Hi!
Responding to introductions
You can generally use the same words as the person who has introduced him or herself. So if someone says "Pleased to meet you. I'm …." you can also say "Pleased to meet you. I'm…." Alternatively, you can just give your name as a reply, but make sure you sound confident, rather than speaking too quietly for the other person to hear.
Introducing others
(in order of formality)
- May I introduce you to…
- Could / Can I introduce you to…
- Let me introduce you to…
- I'd like you to meet…
- I don't believe you've met…
- Have you met…
- X, this is Y. Y, this is X.
Who do you introduce first?
In "Mr A, I'd like you to meet Mr B", Mr A has the higher status. When you are introduced to someone, you can use a standard phrase such as "Pleased to meet you". You don't need to say much at all, unless you are asked a direct question.
As you introduce someone, use your arm to gesture. So if you have Mr A on your left hand side and you want him to meet Mr B, move your right forearm slowly away from your body in the direction of Mr B so that it is clear who you are introducing.
Making small talk
If you meet someone at a business function, you'll probably spend a couple of minutes in small talk after you introduce yourselves. The topic of small talk is often related to the situation. For example, if you are both at a business conference, the topic of conversation will probably be the conference itself. "Interesting seminars this year" could be the starting point, or "Did you go to the talk by X?" If you are unsure about what to say, take your cue from the other person, responding to their questions, and taking the conversation further:
A: Did you go to the talk by X?
B: Yes, I did. I thought it was really interesting. Are you going to the seminar this afternoon?
A: Interesting seminars this year.
B: Yes, I agree. I particularly liked the one on Asian markets.
Saying good bye
Use a polite phrase to show that you have to leave the other person.
- Well, it was nice meeting you.
- Well, it was a pleasure to meet you.

exercise 3

Exercise 3

Topic sentence :

Even though the procedures followed to enrool in an American university vary according to each university, some steps are the same.

Controlling ideas :

The procedures of

Supporting ideas :

1. Fill registration form

2. Giving the form to officer

3. Pay registration cost

Supporting idea :

The first you have come to university and than fill registration form correctly, like : name , address, score of toefl test, origin high school, etc, next giving the form to officer, and pay registration cost with cash or instalment’s procedure, saving payment cheque as us payment proof you have known whatever university rule . You can be find many friend in your new university . If you start studying in university you must be study hard.