An English retail chain is interested in including Austrian organic chocolate in its range. The purchasing manager’s personal assistant rings BioSchoko Wels to arrange a one-day visit. Listen to the telephone conversation and answer the questions. 1 Who answers the phone? 2 Does the caller speak to anybody else? Listen again and complete the notes. 7 a p8c7wz 76 b NOTES Date: Caller: Subject: Name of company: Number of people: Date and time: Programme: Special requests: company visit Arrange for lunch at Brauhof. Need to be picked up at Linz airport at am. Role play the telephone conversation. Work in A/B pairs. Student A read the role card on p. 165, Student B read the role card on p. 168. Have a telephone conversation. b 9 Work in A/B pairs. Read your role cards and think about what you’re going to say. Use phrases from 4 and 6 to help you. 8 a Student B, you’re Julie/Julian Stanley. You’re planni ng to have the pool of your luxury hotel enlar ged. You want to talk to the spa architect ab out design options for an outdoor pool as s oon as possible. Any time is possible for you , except next Wednesday, 8.30 when you ’re meeting your interior designer. The me eting with her will take about an hour. Student A, you’re Martha/Mark White, a receptionist at Premium Spa Designers. It’s your job to answer telephone enquiries. Ms Ruttan, the chief spa architect, always deals with commercial clients. She is away this week (think of a reason). The earliest possible appointment you can make for her is next Wednesday, 8.30. Clients should bring a plan of the existing structure to the appointment. How to write a memo What is it? – i nternal company communication, often replaced by email – u sed for communications that readers will consult more than once – m emo templates provide a place at the top of the message to insert a company name / logo and the professional titles of senders and receivers – i nclude: date, recipient, sender, subject line – s tructure: opening, summary and closing What language to use? – l evel of formality depending on recipient – s hort, precise – n o salutation line or complimentary close – n o unnecessary polite phrases like thank you for …, I’m looking forward to … – o pening: informs about the purpose: I am writing to inform you … / The purpose of this memo is to … – b ody/summary: give the relevant information – c losing: e.g. a call to action, repeating a request from the opening 145 B Business communication Nur zu Prüfzwecken – Eigentum des Verlags öbv
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