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Business Meetings

Practise the language you need to chair and participate in professional meetings — agreeing, disagreeing, summarising, and writing action items.

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Ex A – Meeting PhrasesChoose the correct phrase for each meeting situation
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Ex B – Meeting MinutesRead meeting minutes and answer comprehension questions
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Ex C – Chairing LanguageComplete a dialogue with the right chairing expressions
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Ex D – Action Items EmailWrite a follow-up email summarising the meeting outcomes
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Exercise A

Meeting Phrases

Choose the best phrase for each meeting situation. Select from the dropdown menus.

Match the phrase to the function

"Right, I think everyone's here. "

"We need to decide on the deadline. "

""

""

"Good, I think we've covered that. "

""

"If there are no more questions, "

""

Exercise B

Meeting Minutes — Reading Comprehension

Read the meeting minutes below, then answer the questions.

Meeting Minutes

GreenTech Solutions — Weekly Team Meeting

Date: Monday, 14 October 2025  |  Time: 10:00–10:45

Attendees: Sarah Chen (Chair), David Braun, Lena Petrov, Mark Okafor

Apologies: Julia Kim (on business trip)


1. Project update — new client website

David reported that the design phase is 80% complete. The remaining pages should be finished by Friday. Lena raised a concern about the colour scheme — the client had requested changes after the last review. David agreed to schedule a call with the client on Wednesday to confirm the final design.


2. Budget review

Sarah presented the Q3 budget summary. The team is currently 5% under budget. Mark suggested using the remaining funds to upgrade the project management software. After discussion, the team agreed to get three quotes from different providers before making a decision. Action: Mark to research options and present them at next week's meeting.


3. Training opportunities

Lena mentioned a digital marketing workshop in November. The cost is €450 per person. Sarah said the training budget could cover two participants. David and Lena volunteered to attend. Action: Sarah to approve the registration by end of week.


4. Any other business

No further items. Next meeting: Monday, 21 October at 10:00.

Comprehension Questions
Exercise C

Chairing a Meeting — Complete the Dialogue

Fill in the gaps with the correct chairing expressions.

Complete the chairperson's lines

Chair: Good morning, everyone. Thanks for being here. the marketing strategy for next quarter.

Tom: I think we should focus on social media this time.

Chair: Thanks, Tom.

Katja: I agree with Tom, but I also think we shouldn't forget print advertising.

Tom: Actually, I think print is a waste of money these days—

Chair:

Chair: OK,

Katja: Before we do, could I just mention one more thing about the social media plan?

Chair: Of course.

(After further discussion…)

Chair: Right, Tom will prepare a social media proposal by Friday, and Katja will collect the print advertising costs. We'll review both at next week's meeting. Thank you all — that's everything for today.

Exercise D

Follow-Up Email — Action Items

After a meeting, it is good practice to send a follow-up email summarising what was decided and who is responsible for each action item. Use the meeting minutes from Exercise B to write your email.

Your task

Write a professional follow-up email to the team (Sarah, David, Lena, Mark) summarising the key decisions and action items from the GreenTech Solutions meeting in Exercise B. Your email should include:

  • A professional greeting and opening line
  • A brief summary of each agenda item and what was decided
  • Clear action items — who is responsible and by when
  • A professional closing
Word count: 0
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All exercises complete!

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