Greeting a visitor

by Rosemary Richey

Teachers notes
BUSINESS BASICS TEACHERS NOTES

LEVEL: Elementary / A1
Visitors to my company
TIME: 50 minutes
1. The visitor comes to the
SKILLS: listening, speaking, writing reception desk.
AIM: to practise welcoming and showing 2. I collect the visitor at reception and
hospitality to a business visitor take him / her to my office or a
MATERIALS: one copy of the worksheet per meeting room.
student; one set of cut-out cards and template per 3.
pair of students 4.
5.

Functions
introductions A
How do you do?
1. Tell the students to complete the dialogue in Activity
Please call me
A in pairs. Then ask them to listen to the audio and
And you can call me
check their answers.
polite forms for offers and questions
Would you like ? Key:
Would you care to ? 1. How do you do?; 2. How do you do?; 3. you can call;
Can I offer you ...? 4. Its a pleasure; 5. journey; 6. delays; 7. problems; 8.
How do you like (your tea)? sign in; 9. visitors badge; 10. Would you like to

Useful words and phrases 2. Check their understanding of these expressions:

collect (someone at reception); pleasure; journey How do you do.
(BritE); trip (AmE); on time; visitors badge; this
way (follow); to put (on the coat rack); coat rack; Tell them this should not be responded to in the same
suitcase; cupboard way as How are you? but is just a formal first time
greeting for meeting someone new. The response or
Other possible lexis to elicit answer is exactly the same: How do you do?
ground floor; 1st / 2nd / 3rd / 4th / 5th floor;
corridor; near the lift; appointment; leave (your Please call me And you can call me
coat / case in the wardrobe or office) Explain that while call (me) is normally used to mean
telephone me or ring me, here it is used as a way of
telling someone which name to use. Put the students in
Procedure pairs and ask them to practise the short dialogue below
using their preferred names.
As a warm-up, ask the students the following question:
Hello, Im John Robinson. Please call me John.
What do you usually do when a customer visits
your company? Oh, hello, Im George Jensen. And you can call me
George.
Get them to make suggestions on how theyd welcome
a business visitor. Write a master list on the flipchart as Would you like to come this way?
they are speaking. Then, if necessary, rearrange the This is asking someone to follow you to the meeting
stages in the correct order as a class. room or office, to show them where it is.
Also remind them that Would you like ? is friendly
and polite, and they should not use Do you want ? in
business conversations, except with close colleagues.
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BUSINESS / Business Basics / Greeting a visitor

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 Greeting a visitor
by Rosemary Richey

Teachers notes

B C
BUSINESS BASICS TEACHERS NOTES

1. Now have the students complete the conversation in 1. First get students to write in the different stages in the
Activity B. Play the audio track to enable them to check correct order. Check their answers with the whole class
their own answers. before they move on to the second stage.
Key: 2. Then get students, working in pairs, to look back at
1. May I take; 2. Ill put; 3. Would you care to; 4. Can I Activities A and B and write in the missing expressions.
offer you; 5. How do you like; 6. youre waiting Review the answers with the whole class.
Explain the following expressions: Key:
Stage 1 First greeting
May I take your coat?
1 How do you do?
This is a friendly way to help someone with his or her 2 Nice to meet you
coat, so you can hang it up for him / her in the cupboard 3 Its a pleasure
or on the coat rack.
Stage 2 Introducing yourself and repeating the
Ask the students what else a visitor could have visitors name
with them. 1 Please call me
May I take your.? 2 And you can call me

Possible answers: hat, scarf, gloves, umbrella Stage 3 Making small talk with the visitor
1 How was your journey?
Would you care to have a seat?
2 Did you have any problems finding us?
Would you care is another polite, formal way to ask
Stage 4 Giving the visitor a visitor ID card
someone you dont know well what theyd like to do. A
1 Could you please sign in and take a
normal expression would simply be Please take a seat.
visitors badge?
We often use Would you care for ? to offer drinks as
well. Ask the students which drinks they can offer at Stage 5 Showing the visitor the way to the meeting
their office. 1 Would you like to come this way?

Possible answers: coffee, tea, water, orange juice, Stage 6 Making the visitor feel comfortable before
apple juice the meeting
1 May I take your coat?
Have the students offer each other drinks with both
2 Would you care to have a seat?
question types.
3 Can I offer you something to drink?
Can I offer you something to drink? 4 How do you like your tea?
5 Heres our company brochure
Would you care for something to drink?
How do you like your tea / coffee?
Teaching tip:
This is asking someone what they would like in their
With stronger students, try to elicit the missing
tea, e.g. milk, cream, sugar or nothing (black).
expressions before they look back at Activities A
Follow this up with a question to each of the students. and B. With weaker students, you might need to
Ask each one how they like their tea or coffee. Note the give them extra help by filling in one or two of the
expression two sugars means two lumps or spoonfuls missing expressions at the beginning.
of sugar.
2. Play the entire conversation again for the students. 3. Write up some visitor questions and statements
Ask the students to practise the dialogues in pairs as a and the replies that go with them on the flipchart. Tell
role-play. Then tell them to switch partners and do the students that there are mistakes in the replies. Can they
conversations again, this time playing the other role. think of better ways of saying them? Elicit their answers
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M W P
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BUSINESS / Business Basics / Greeting a visitor

O
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 Greeting a visitor
by Rosemary Richey

Teachers notes

by asking each pair to give their corrected answers. As 11. May I take your suitcase? Ill put it in the cupboard
BUSINESS BASICS TEACHERS NOTES

they are speaking, write the corrected answers for them for you.
on the board or flipchart. It should end up looking 12. Yes, thatd be very nice of you.
like this: 13. Can I offer you something to drink?
14. Just black coffee would be fine.
15. Heres our company magazine for you to read.
Welcoming a business visitor 16. Thanks, Ill have a look at it.
Question (Q) Follow-up
Reply (R)
1. In pairs, students can write up a procedure with
Q: How do you do? language on greeting and welcoming a business visitor
R: Fine, thanks. for their company manual. They can use their ideas from
How do you do? the warmer activity with added steps for hospitality or
Q: Please call me Kate. for taking the visitor to lunch or dinner. Give them the
R: Ok, Ill phone you tomorrow. template at the end of these notes to use for writing their
And you can call me Rose. answers in.
Q: Would you like to come this way? 2. Then ask the students in pairs to give a small
R: I can do it myself, thanks. presentation on their procedure.
Certainly, Ill follow you.
Q: May I take your coat?
R: No, its mine. You cant have it.
Yes, thatd be really nice of you.
Q: How do you like your tea?
R: I like coffee, not tea.
With sugar please.

D
As a wrap up, get the student to work in pairs or small
groups. Give each pair / group a set of the cut-out cards
with excerpts of the conversation at the end of these
notes. Ask them to put them in in the correct order to
make a conversation. Check their answers as a whole
class. Then have the pairs read the cards to each other
as a role-play.
Key:
1. How do you do?
2. How do you do?
3. Please call me Paul.
4. And you can call me Mary.
5. Its a pleasure to meet you.
6. Nice to meet you, too.
7. How was your journey?
8. Fine, thanks. There were no problems with
British Airways.
9. Would you like to come this way?
10. Of course, Ill follow you.
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BUSINESS / Business Basics / Greeting a visitor

O
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 Greeting a visitor
by Rosemary Richey

Worksheet

A
BUSINESS BASICS WORKSHEET

Complete the conversation with words or phrases from the box. Listen to check your answers.

problems How do you do journey

visitors badge delays you can call sign in

How do you do Would you like to Its a pleasure

Welcoming a visitor to Horizons International

Helen: Mr Jones? __________________ [1]?

Im Mr Windsors assistant, Helen Brown.
Please call me Helen.

Gerald: __________________ [2], Helen? Nice to

meet you. And __________________ [3]
me Gerald.

Helen: __________________ [4] to have you here for the meeting. How was your
__________________ [5] to London?

Gerald: Fine, thanks. The train arrived on time with no__________________ [6].

Helen: Thats great. Did you have any __________________ [7] finding us?

Gerald: Not at all. Your directions were very good.

Helen: Oh, thanks. So, could you please __________________ [8] and take
a __________________ [9]?

Helen: The meeting room is on the second floor. __________________ [10] come this way?
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BUSINESS / Business Basics / Greeting a visitor

O
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 Greeting a visitor
by Rosemary Richey

Worksheet

B
BUSINESS BASICS WORKSHEET

Now complete the rest of the conversation by choosing the right phrases. Listen to check your answers.

Welcoming a visitor to Horizons International

Helen: So, here we are. May I take / Its OK to take [1] your coat, Gerald?

Gerald: Yes, thats very kind of you.

Helen: Ill put / Im putting [2] it here on the coat rack for you. The meeting will start in just a few minutes.
Dont you care / Would you care to [3] have a seat in the meeting room now?

Gerald: Yes, that sounds fine.

Helen: Can I offer you / Do you want me to bring you [4] something to drink? A cup of coffee or tea?

Gerald: Tea would be nice.

Helen: What do you like / How do you like [5] your tea? With milk and sugar?

Gerald: Just milk please

Helen: Here you are. Heres our company brochure for you to read while youre waiting / you can wait [6].

Gerald: Oh, thanks. Ill take a look at it.

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BUSINESS / Business Basics / Greeting a visitor

O
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 Greeting a visitor
by Rosemary Richey

Worksheet

C
BUSINESS BASICS WORKSHEET

Here are six stages of greeting a visitor.

Giving the visitor a visitor ID card Introducing yourself and repeating the visitors name

First greeting Making the visitor feel comfortable before the meeting

Making small talk with the visitor Showing the visitor the way to the meeting

Put them in the correct order in the boxes below. The first one is done for you. Then write in some of the
phrases used in the conversations from Activities A and B.

First greeting
Stage 1 ____________________________________________________________

1 How do you do

2 ____________________________________________________________

3 ____________________________________________________________

Stage 2 ____________________________________________________________

1 ____________________________________________________________

2 ____________________________________________________________

Stage 3 ____________________________________________________________

1 ____________________________________________________________

2 ____________________________________________________________

Stage 4 ____________________________________________________________

1 ____________________________________________________________

Stage 5 ____________________________________________________________

1 Would you like to come this way?

Stage 6 ____________________________________________________________

1 May I take your coat?

2 Would you care to have a seat?

3 Can I offer you something to drink?

4 ____________________________________________________________

5 Heres our company brochure

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BUSINESS / Business Basics / Greeting a visitor

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 Greeting a visitor
by Rosemary Richey

Cut-outs

D
BUSINESS BASICS QUESTION CARDS

1 How do you do?

2 How do you do?

3 Please call me Paul.

#
4 And you can call me Mary.

5 Its a pleasure to meet you.

6 Nice to meet you, too.

7 How was your journey?

8 Fine, thanks. There were no problems with British Airways.

9 Would you like to come this way?

10 Of course, Ill follow you.

11 May I take your suitcase? Ill put it in the cupboard for you.

12 Yes, thatd be very nice of you.

13 Can I offer you something to drink?

14 Just black coffee would be fine.

15 Heres our company magazine for you to read.

16 Thanks, Ill have a look at it.

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BUSINESS / Business Basics / Greeting a visitor

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 Greeting a visitor
by Rosemary Richey

Template for welcoming procedure

D Follow-up
BUSINESS BASICS QUESTION CARDS

Steps for welcoming and greeting the business visitor

Meet the business contact at the reception desk.
1
2
Be friendly and welcoming by saying

#
1
2
Ask small talk questions, such as
1
2
Give him / her a visitors badge.
1
2
Show him / her the way to the meeting room or office.
1
2
Offer to help with his / her things.
1
2
Find out if he / she wants to sit down.
1
2
Offer him / her something to drink.
1
2
Give him / her something to read about the company.
1
2
Other friendly offers.
1
2
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BUSINESS / Business Basics / Greeting a visitor

O
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 Greeting a visitor
by Rosemary Richey

Transcript
BUSINESS BASICS TRANSCRIPT

Activity A

Helen: Mr Jones? How do you do? Im Mr Windsors assistant, Helen Brown. Please call me Helen.

Gerald: How do you do, Helen. Nice to meet you. And you can call me Gerald.

Helen: Its a pleasure to have you here for the meeting. How was your journey to London?

Gerald: Fine, thanks. The train arrived on time with no delays.

Helen: Thats great. Did you have any problems finding us?

Gerald: Not at all. Your directions were very good.

Helen: Oh, thanks. So, could you please sign in and take a visitors badge?

Helen: The meeting room is on the second floor. Would you like to come this way?

Activity B

Helen: So, here we are. May I take your coat, Gerald?

Gerald: Yes, thats very kind of you.

Helen: Ill put it here on the coat rack for you. The meeting will start in just a few minutes. Would you care
to have a seat in the meeting room now?

Gerald: Yes, that sounds fine.

Helen: Can I offer you something to drink? A cup of coffee or tea?

Gerald: Tea would be nice.

Helen: How do you like your tea? With milk and sugar?

Gerald: Just milk please.

Helen: Here you are. Heres our company brochure for you to read while youre waiting.

Gerald: Oh, thanks, Ill take a look at it.

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BUSINESS / Business Basics / Greeting a visitor

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