Making An Appointment by Phone

SEMESTER 2
Materials:
1. KD 3.6 (Making an appointment, reservation, and offer by phone)
2. KD 3.7 (Brochure, leaflet, banner, and pamphlet)
3. KD 3.8 (Giving example)
4. KD 3.9 (Hortatory Exposition)
5. KD 3.10 (Song)
KD 3.6 (Making an Appointment, Reservation, and Offer by Phone)
An appointment is an arrangement to meet someone at a particular time and place. It can be formal, such
as in business setting or informal, such as an appointment to see a doctor.
Example: I’d like to make an appointment with Dr Bram for a dental check-up.
A reservation is an arrangement that you make with a restaurant, hotel, or travel agent so they hold a
table, a room, or a seat for use at a certain time in the future.
Example: I’d like to reserve a single bedroom for two nights, please.
A. Social Function
To sustain a good communication between a consumer and a producer to gain mutual advantages.
B. Structure
Receptionist : Good morning, Dental Clinic. May I help you?
Greeting
Good morning. I’d like to make an appointment
Grace : with the doctor tomorrow.
Hold on a moment, please. I’ll check his schedule. Making appointment
Receptionist : Is 10 o’clock okay?
Perfect. Thank you. Giving offer about time
Grace : You’re welcome.
Receptionist : Accepting appointment
C. Language Features
The following are expression used to make an appointment.
a. Making Appointment
Asking Availability Suggesting Time

- Can we have lunch together today? -Would Tuesday suit you?
- Can we meet on Sunday morning? -Does Monday suit you?
rd
- Are you available on the 3 of April? -Is next Monday convenient for you?
- Are you free next week? -What about sometime next week?
- I think we have to meet sometime to discuss -How does Saturday sound to you?
this matter -How about Sunday at ten?
- Shall we have lunch together next week? -Shall we say at eight?
- Next week I will be in Bandung. Would it -Are you doing anything on Sunday evening?
be possible for us to meet?
b. Responses
Accepting Refusing
- Yes. Sunday is fine. -I’m afraid I can’t. I’m busy all day that day.
- Friday would be fine/perfect. -I’m sorry I can’t. I have a meeting on Monday.
- Next Friday suits me. -Oh, what a pity. I can’t make it tomorrow.
- Yes. That’s okay. -I’m sorry I will be busy on Tuesday.
c. Setting Another Time And Cancelling Appointment

Setting Another Time Cancelling Appointment
- I’m afraid I can’t. What about tomorrow at -Unfortunately due to an urgent meeting, I will
three o’clock? be unable to keep appointment for tomorrow
- I really don’t think I can on Wednesday. morning.
Can we meet on Friday? -I’m afraid I must break my appointment at
- Would be possible to arrange another time 12.30.
later this week? -I’m afraid I must postpone my appointment
- I’m afraid that I’m hoping to be able to on . . . .
meet you tomorrow. Can we fix another -Would be possible to put off Tuesday’s
time? appointment?
When you can’t hear When you don’t understand When you’re not sure
 Sorry?  I’m sorry, but I don’t  Could you repeat that,
 Pardon? understand. please?
 I can’t hear you.  Sorry, but I still don’t  Could you spell that,
 Please speak up. understand. please?

 Please speak slower.  Please confirm by SMS.
 You’re speaking too
quickly.
Proper Telephone Etiquette
1. Say hello to let the caller know you are picking up the phone. If you picking up someone’s
phone, telling the phone number’s owner is necessary.
2. Don’t wait the caller wait too long. If the expected receiver is unavailable within 30 seconds,
tell and apologise to the caller immediately in a calm and polite tone of voice. You may offer
the caller to leave a message.
3. When making a call, tell who you are, and with whom you want to speak in a polite tone.
4. If it’s your first time calling the receiver, introduce yourself and tell him or her how you got
his or her number.
5. Always bid farewell before hanging up the phone.

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SEMESTER 2

KD 3.6 (Making an Appointment, Reservation, and Offer by Phone)

Asking Availability Suggesting Time

c. Setting Another Time And Cancelling Appointment

 Please speak up. understand. please?

Proper Telephone Etiquette

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