7 Fixing And Cancelling Appointments

Objectives
On completion of this lesson you will be able to
 learn to fix appointments
 learn to reschedule or cancel appointments

Pre Activity
1. You want to take your mother to a very busy doctor. What will you do
ensure that you meet the doctor on the day you want?

Activity 1
Read the following conversation pieces and identify the phrases used to fix and
cancel appointments.
Receptionist : Hello! Eduworld, Hyderabad
Kiran: Good morning. I am Kiran, a student of Diploma in Mechanical
Engineering.
Receptionist: Yes. How may I help you?
Kiran: I want an appointment with the M.D..
Receptionist: What for?
KIran; I need to talk to him about the prospects of doing B.Tech. in Russia.
Receptionist: When do you want to meet him?
Kiran: Will you please fix an appointment at 5 pm tomorrow.
Receptionist: 5 pm tomorrow. You have the appointment Mr. Kiran.
Kirtan: Thank you.
Receptionist: Yo0u’re welcome.
1. Receptionist: Hello! Eduworld, Hyderabad.
Kiran: Good Evening. I am Kiran. I have an appointment with the M.D. at 5
pm today. I am sorry to say that I cannot be there by 5 pm as I am not
feeling well.
Receptionist: Do you want me to cancel the appointment?
Kiran: Yes. Iwant you top cancel the appointment today and will it be
possible to fix an appointment next week?
Receptionist: Yes. It is possible. You can meet the MD at 10am on Monday.
Kiran: Thank you.
Receptionist:Welcome.

Additional Information
There is an increased trend of fixing appointment both in personal and business matters.
Fixing appointments in advance and adherence to it both by host and visitor is a good practice.
It helps to
 avoid disappointments of host being not there
 avoid delays as the host is busy with others
 take into account the convenience of both the parties

Expressions used to fix an appointment

How about meeting on 30th of August?

Will you be free on 17th of this month?
How does the 3rd of June sound?
Shall we say… Monday?
Can I meet the Senior Engineer tomorrow?
Would Friday be convenient to you?
Could you please fix an appointment...?
I would like to meet the Vice-Chancellor for...

Activity 2 Pair

 Work with your partner

 Write the dialogues and role play them

1. Request the receptionist to fix an appointment to meet the Municipal

Commissioner at 4.00 p.m. to register a complaint about irregular supply of
drinking water.

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2. Request the receptionist to fix an appointment with the Neurologist for a chronic
problem.
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Activity 3 Pair
 Write dialogues for the following situations
 Each one can be the caller in one situation

1. Request the receptionist to reschedule the appointment with the surgeon as

you are out of the town.
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2. Due to the bad weather, you cannot practice cricket at Gymkhana ground.
Request the coach to reschedule the time for today’s practice?
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Activity 4 Pair
 Work in pairs as you have done earlier
 Each one can be the caller in one situation

1. Your boss wants you to go to Vijayawada to inspect the branch office there.
Tell
your friend that you cannot accept his invitation for dinner.

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2. You cannot meet the teacher as you have to take your grandmother to
hospital.

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Common Errors

Incorrect Correct
We will meet tomorrow. Will we? We will meet tomorrow. Won’t we?
You met the Manager yesterday. Did You met the Manager yesterday. Didn’t
you? you?

Tips

 Make a note of your appointments in your diary or planner and keep

it handy
 Be polite and mention the reason when you fix or reschedule or
cancel an appointment
 Inform well in advance to reschedule or cancel the appointment
Assignment 1

Write a dialogue that takes place to fix an appointment with the Deputy
Engineer, A.P. Transco to ask his permission to visit the substation.

“What a lot we lost when we stopped writing letters. You cannot reread a phone
call.”
Liz Carpenter