If the person who is being visited is not available, what should the receptionist do ? - Ask the visitor to wait if it’s worth waiting - Offer him/ her something to drink and read. - Take the visitor’s details, if he/ she would like to leave a message | ENGLISH FOR OFFICE STAFF UNIT 4 A FOREIGN VISITOR REVIEW FOCUS 1 What will the secretary or the receptionist do when a visitor arrives at the office? Greet a visitor Ask about an appointment Ask a visitor’s name Announce a visitor to the manager Announce the appointment If the person who is being visited is not available, what should the receptionist do ? - Ask the visitor to wait if it’s worth waiting - Offer him/ her something to drink and read. - Take the visitor’s details, if he/ she would like to leave a message FOCUS 2 Saying people aren’t available at the moment Say Don’t say He is not free now, please come again He is not available now He has no time for you now He is busy at the moment He is not here now. Do you want to leave a note? Say Don’t say I’m afraid Mr. Trung is just on the telephone at the moment if you’d like to wait for a few minutes I’m sorry but the manager is still in a meeting if you’d like to come back later. /if you’d like to leave a message He is not free now, please come again. He is not available now. He has no time for you now. He is busy at the moment He is not here now. Do you want to leave a note? Exercise 2 Apologizing for the boss (p64,65) Group A look at the pictures 1, 2, 3, 4 Group B look at the pictures 5, 6, 7, 8 Think of what you are going to say to the visitor in the different situations Practice: Work with your friend. Act out the following situation - It’s ten o’clock in the morning. The manager of ABC hotel has not come in yet. He/ she could arrive any minute now. - A visitor with an appointment at has just entered the office. The secretary receives the visitor. Listen and complete the conversation A: Good morning. I have an appointment with Mr Jackson at B: Are you Mr Wilson of International Trade corporation? A: Yes, that’s right. B: A: Thank you. B: A: Thank you very much. B: A: Thank you. B: You’re welcome. A: Good morning. I have an appointment with Mr. Jackson at B: Are you Mr Wilson of International Trade Corporation? A: Yes, that’s right. B: I’ll tell Mr Jackson that you’re here. Would you like to have a seat over there for a moment, please? A: Thank you. B: Mr Wilson of International Trade Corporation is here to see you. Shall I send him up? . Thank you. Mr Jackson will come down to see you in about five minutes, Mr Wilson. A: Thank you very much. B: There are some magazines on the table over there if you’d like to read them. A: Thank you. B: You’re welcome. A : Good morning, Can I help you? B : Yes, I’d like to see your manager please A : Do you have an appointment? B : No, I’m afraid I haven’t. But I’ll take just a few minutes of his time A : Could I have your name, please? B : My name Bill Jones. I’m from Johnson Motorcycles A: Thank you, Mr. Jones. And can I ask what you wish to see him about B : I’d prefer to explain to him directly A : I’m sorry, but I’m told to get this information from every caller. B : I see. Well, I. hope to know if he is interested in our new type of motorcycles A : Please have a seat. Let me see if he is available. ( to Mr. Jackson) Mr Jackson, Mr. Jones of Johnson Motorcycles is here and would like to see you for a few moments .I see. All right. ( to Mr. Jones ) I’m sorry. Mr. Jackson is occupied now. He may want to get in touch with you in the afternoon. I’ll give him your calling card B : Thank you very much A : Thank you for visiting. Good-bye B : Good-bye
