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 vt4kf9 74 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. b 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 plann ing to start a business. You want to talk to the bank manager about a loan for your company start-up as soon as possible. Any time is possible for you, except nex t Wednesday 8.30 when you’re meeting y our business partner. The meeting with you r partner will take about an hour. Student A, you’re Harry White, bank clerk. It’s your job to answer telephone enquiries. Loans are always dealt with by the bank manager, Mrs Murdoch, who is away this week (think of a reason). The earliest possible appointment you can make for her is next Wednesday 8.30. Customers who need a loan for a company start-up have to bring a business plan 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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