Business Phone Call

1. Example Conversation About Meeting Appointments


Receptionist    : Good afternoon, PT.Binsar, may I help you?
Magdalena      : Yes,  I would like to speak to Bruce , please.
Receptionist    : I'm sorry, Mr. Bruce is out of the office at the 
                        moment. Might you want to make an arrangement or leave massage?          

Magdalena        : yes I would like to make an appointment please

Receptionist    : Is this Friday OK for you? At 5 pm? 

Magdalena      : Yes, OK.
Receptionist    : What’s your name? 
Magdalena      : Yes. My name is Magdalena.
Receptionist    : Could you please spell that, please?
Magdalena      : Yes, it’s M-A-G-D-A-L-E-N-A.
Receptionist    : Okay, Magdalena we’ll see you on Friday 
Magdalena      : Well, Thank you
Receptionist    : Your welcome.


2. Conversation about the meetings and should bring documents to the meeting
Magdalena      : Good afternoon Mr. Bruce, I am Magdalena, manager 
                          PT. Makmur.
Mr. Bruce        : Yes, Good morning.

Magdalena       : How about our meeting on Friday, sir? what about our meeting on Friday, would you be?

Mr. Bruce         : Of course I can.

Magdalena      : What documents are needed to be taken ?
Mr. Bruc         : Only need prepare  documents such as proposals and 
                          financial statements.
Magdalena      : It’s only that ?
Mr. Bruce       : Yes.
Magdalena      : Well, I prepare all the documents that will be discussed in next Friday, Thankyou Mr.Bruce
Mr. Bruce       : Your welcome




3.      Sample scripts make an appointment cancellation

Magdalena          : Good morning Mr. Bruce, I'm Magdalena. Unfortunately, due to some unexpected business,    

                                 I would not be able to fulfill our promise for tomorrow Friday. What can

                                we reset again promise for this meeting ?

Mr. Bruce         : Would it be possible to arrange another time later in the week?
Magdalena       : What about Saturday this week ?
Mr. Bruce         : No problem. What time would you like ?
Magdalena       : I would like to come at 10.00. Would you be? 
Mr. Bruce        : Oke

Magdalena        : Thanckyou Mr.Bruce , please forgive me for this cancellation.

Mr. Bruce           : Oh no problem Ms. Magdalena

Magdalena        : Thank you for your understanding.

Mr. Bruce          : Your welcome.






4. Sample letter to make a meeting appointment official




PT. BINSAR

Jln. Kecubung No.21 Jakarta

Tel. 021-8898989 Fax. 021-8898798




No. 31 / IM  / VI  / 2016

Hal : Meeting Request




Dear :

Mr. Bruce

Manager PT. Binsar

In place

     We write this letter to request the presence of hearts meeting of Annual meeting. 

The Management of the PT. binsar in the head office in jakarta want to invite all the heads of 

the company branches to attend the annual meeting. The meeting will be at:

Day / Date       : Saturday, November 20 ,2016

Time                : Start at 05.00 pm.

Venue              : Office PT. Makmur, Jln. Kecubung No.21 Jakarta

Thus we convey this invitation, given the importance of this event then we would expect the presence of Mr/Mrs right on time. Thank you for your attention.

Best regards

Manager of PT. Makmur




Magdalena