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Calling for appointments

Shin: This is Ms. Shin speaking of the Purchase Department. How may I help you?
Johnson: Yes, I would like to speak with Mr. Kim, General Manager of the Purchase Department.

Shin: I am sorry but Mr. Kim is not in the office at the moment. May I take a message? I think he
will be back at about 2:45 after the special contact meeting finishes up. I can get your message
to him the moment he arrives.
Johnson: Thanks! Please let him know that I will be visiting his office at around 3 pm today for
some important business. Some changes may effect the deal that we closed last week. I have to
inform him about the changes asap. That explains why this is such a short notice. I really hope
I can be accommodated and that this message is relayed to Mr. Kim as soon as possible. If you
have his mobile, can you reach him, please, and inform him of my appointment request. I’ll be
leaving my contact number so that you can inform me of his availability.
Shin: His afternoon schedule is free. He has no scheduled appointment after 2:45. If he won’t be
delayed in coming back, I’m sure to get your message to him. Nevertheless, I think I can reach
him through his mobile. This is important. I’ll get your number, so that I can call you up and
inform you of Mr. Kim’s confirmation.
Johnson: Fine. I’ll hold.

1. How advance do you call in for appointments?

Sample answer:
I usually call two days before my appointment request. If I’ll be dealing with a very important
and busy person, I set the appointment a week in advance. This varies depending on how busy
my client is.

2. Are you usually accommodated when you request for appointments?

Sample answer:
I’m usually accommodated most of the time because I call in early. I only get requests for re-
schedule if my client has been booked on the date and time I want.

3. Which is easier, setting an appointment through a client’s secretary or with
the client himself/herself? Why?

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