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Sample answer:
I find it easier to set an appointment through my client’s secretaries. I once set an appointment
with the client himself and he ended up postponing the meeting because he didn’t know that
he had a previous engagement. Secretaries are usually more informed about the schedules of
their bosses, whereas some bosses would not even know what their plan for the next day is. I
think it’s safer to talk with the secretaries.

1. Assume your current position in your line of work and request for an ap-
pointment with the marketing staff of a business partner. Your sole objec-
tive is to discuss the promotion of your new line of software. Give the infor-
mation below as you make your request.

a. available time and date
b. estimated meeting duration
c. meeting participants from your company and their positions or offices

Sample answer:
Hi! This is Martha of Modern Specs and I would like to request for an appointment with Ms. Kim,
the head of the marketing department of your company. She knows that we are supposed to
discuss the marketing strategies that we will use for our new line of software. Can the meeting
be set on October 7 at 10 in the morning? My staff will also attend the meeting, Ms. Stevens
and Ms. Lim from the arts department and Ms. Clarence and Ms. Lewis from the advertising
team. I think we can finish the meeting in an hour and a half. Please inform me if the date and
time I gave are okay. Thank you!

2. You have been assigned to schedule the appointments of your supervisor
because her personal secretary is sick. You receive a request for appoint-
ment. Ask for the information below and pretend to assess the possibility of
finalizing the request based on your supervisor’s current schedule.

a. date and time for appointment request
b. meeting agenda
c. meeting participants and their positions

Sample answer:
This is Ms. Sun and I will help you with your appointment request with Ms. Kim. May I know
what your objective for the meeting is and and what company you represent? I also need to
know if you have a preferred date and time for this meeting. You see, Ms. Kim cannot be avail-
able until next week. If you can adjust to that, then may I get the names and positions of the
other meeting participants, if there are any? I will book you for a meeting and confirm it once
Ms. Kim gets back to the office. Thanks!

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