Useful Business English Phrases

Business English: Introduction to Meetings One of the most common requirements of business English is holding meetings in English. The following sections provide useful language and phrases for conducting meetings and making contributions to a meeting. Meetings generally follow a more or less similar structure and can be divided into the following parts:

I - Introductions
Opening the Meeting Welcoming and ntroducing !articipants "tating the !rincipal Ob#ectives of a Meeting $iving %pologies for "omeone Who is %bsent

II - Reviewing Past Business

&eading the Minutes 'notes( of the )ast Meeting *ealing with &ecent *evelopments

III - Beginning the Meeting

ntroducing the %genda %llocating &oles 'secretary+ participants( %greeing on the $round &ules for the Meeting 'contributions+ timing+ decision, making+ etc.(

IV - Discussing Items
ntroducing the -irst tem on the %genda .losing an tem /e0t tem $iving .ontrol to the /e0t !articipant

V - Finishing the Meeting

"ummari1ing -inishing 2p "uggesting and %greeing on Time+ *ate and !lace for the /e0t Meeting Thanking !articipants for %ttending .losing the Meeting The following pages focus on each part of the meeting and the appropriate language for each situation.

Useful Business English Phrases

Business English: Running a Meeting The following phrases are used to conduct a meeting. These phrases are useful if you are called on to conduct a meeting.

!ening $ood morning3afternoon+ everyone. f we are all here+ let4s get started 3 start the meeting 3 start. "elcoming and Introducing !lease #oin me in welcoming 'name of participant( We4re pleased to welcome 'name of participant( 4d like to e0tend a warm welcome to 'name of participant( t4s a pleasure to welcome 'name of participant( 4d like to introduce 'name of participant( #tating the Princi!al $%ectives

We4re here today to ... 4d like to make sure that we ... Our main aim today is to ... 4ve called this meeting in order to ... &iving '!ologies for #omeone "ho is '$sent 4m afraid..+ 'name of participant( can4t be with us today. "he is in... 2nfortunately+ 'name of participant( ... will not be with us to day because he ... have received apologies for absence from 'name of participant(+ who is in 'place(. Reading the Minutes (notes) of the *ast Meeting To begin with 4d like to quickly go through the minutes of our last meeting. -irst+ let4s go over the report from the last meeting+ which was held on 'date( 5ere are the minutes from our last meeting+ which was on 'date( Dealing with Recent Develo!ments 6ack+ can you tell us how the 789 pro#ect is progressing: 6ack+ how is the 789 pro#ect coming along: 6ohn+ have you completed the report on the new accounting package: 5as everyone received a copy of the Tate -oundation report on current marketing trends: Moving Forward "o+ if there is nothing else we need to discuss+ let4s move on to today4s agenda. "hall we get down to business: s there %ny Other ;usiness: f there are no further developments+ 4d like to move on to today4s topic. Introducing the 'genda 5ave you all received a copy of the agenda: There are 7 items on the agenda. -irst+ ... second+ ... third+ ... lastly+ ... "hall we take the points in this order: f you don4t mind+ 4d like to go in order today.

skip item < and move on to item = suggest we take item > last. 'llocating Roles (secretar+, !artici!ants) 'name of participant( has agreed to take the minutes. 'name of participant(+ would you mind taking the minutes: 'name of participant( has kindly agreed to give us a report on ... 'name of participant( will lead point <+ 'name of participant( point >+ and 'name of participant( point =. 'name of participant(+ would you mind taking notes today: 'greeing on the &round Rules for the Meeting (contri$utions, timing, decision-ma-ing, etc.) We will first hear a short report on each point first+ followed by a discussion of ... suggest we go round the table first. )et4s make sure we finish by ... 4d suggest we ... There will be five minutes for each item. We4ll have to keep each item to <? minutes. Otherwise we4ll never get through. Introducing the First Item on the 'genda "o+ let4s start with ... 4d suggest we start with... Why don4t we start with... "o+ the first item on the agenda is !ete+ would you like to kick off: "hall we start with ... 'name of participant(+ would you like to introduce this item: /losing an Item think that takes care of the first item. "hall we leave that item: Why don4t we move on to... f nobody has anything else to add+ lets ... 0e1t Item )et4s move onto the ne0t item /ow that we4ve discussed 7+ let4s now ... The ne0t item on today4s agenda is... /ow we come to the question of. &iving /ontrol to the 0e1t Partici!ant 4d like to hand over to 'name of participant(+ who is going to lead the ne0t point. /e0t+ 'name of participant( is going to take us through ... /ow+ 4d like to introduce 'name of participant( who is going to ... #ummari2ing

;efore we close today4s meeting+ let me #ust summari1e the main points. )et me quickly go over today4s main points. To sum up+ ...+. O@+ why don4t we quickly summari1e what we4ve done today. n brief+ ... "hall go over the main points: Finishing U! &ight+ it looks as though we4ve covered the main items. f there are no other comments+ 4d like to wrap this meeting up. )et4s bring this to a close for today. s there %ny Other ;usiness: #uggesting and 'greeing on 3ime, Date and Place for the 0e1t Meeting .an we set the date for the ne0t meeting+ please: "o+ the ne0t meeting will be on ... 'day(+ the . . . 'date( of.. . 'month( at ... )et4s ne0t meet on ... 'day(+ the . . . 'date( of.. . 'month( at ... What about the following Wednesday: 5ow is that: 3han-ing Partici!ants for 'ttending 4d like to thank Marianne and 6eremy for coming over from )ondon. Thank you all for attending. Thanks for your participation. /losing the Meeting The meeting is finished+ we4ll see each other ne0t ... The meeting is closed. declare the meeting closed.

Useful Business English Phrases

Business English: Partici!ating in a Meeting The following phrases are used to participate in a meeting. These phrases are useful for e0pressing your ideas and giving input to a meeting. &etting the /hair!erson4s 'ttention 'Mister3Madam( chairman. May have a word: f may+ think... E0cuse me for interrupting. May come in here: &iving !inions

4m positive that... 'really( feel that... n my opinion... The way see things... f you ask me+... tend to think that...

's-ing for

!inions

%re you positive that... *o you 'really( think that... 'name of participant( can we get your input: 5ow do you feel about...: /ommenting That4s interesting . never thought about it that way before. $ood pointA get your point. see what you mean. 'greeing totally agree with you. E0actlyA That4s 'e0actly( the way feel. have to agree with 'name of participant(. Disagreeing 2nfortunately+ see it differently. 2p to a point agree with you+ but... ' 4m afraid( can4t agree 'dvising and #uggesting )et4s... We should... Why don4t you.... 5ow3What about... suggest3recommend that... /larif+ing )et me spell out... 5ave made that clear: *o you see what 4m getting at: )et me put this another way... 4d #ust like to repeat that... Re5uesting Information !lease+ could you... 4d like you to... Would you mind... wonder if you could... 's-ing for Re!etition 4m afraid didn4t understand that. .ould you repeat what you #ust said: didn4t catch that. .ould you repeat that+ please:

missed that. .ould you say it again+ please: .ould you run that by me one more time: 's-ing for /larification don4t quite follow you. What e0actly do you mean: 4m afraid don4t quite understand what your are getting at. .ould you e0plain to me how that is going to work: don4t see what you mean. .ould we have some more details+ please: 's-ing for Verification 8ou did say ne0t week+ didn4t you: '4did4 is stressed( *o you mean that...: s it true that...: 's-ing for #!elling .ould you spell that+ please: Would you mind spelling that for me+ please: 's-ing for /ontri$utions We haven4t heard from you yet+ 'name of participant(. What do you think about this proposal: Would you like to add anything+ 'name of participant(: 5as anyone else got anything to contribute: %re there any more comments: /orrecting Information "orry+ think you misunderstood what said. "orry+ that4s not quite right. 4m afraid you don4t understand what 4m saying. That4s not quite what had in mind. That4s not what meant. 6ee!ing the Meeting n 3arget (time, relevance, decisions)

We4re running short of time. Well+ that seems to be all the time we have today. !lease be brief. 4m afraid we4ve run out of time. 4m afraid that4s outside the scope of this meeting. )et4s get back on track+ why don4t we: That4s not really why we4re here today. Why don4t we return to the main focus of today4s meeting. We4ll have to leave that to another time. We4re beginning to lose sight of the main point. @eep to the point+ please. think we4d better leave that for another meeting. %re we ready to make a decision:

Useful Phrases for Running a Business Meeting

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Useful Meeting Phrases

Interrupting a! " ha#e a word$ "% " ma!, " thin&... E'(use me %or interrupting. a! " (ome in here$ Giving Opinions " )reall!* %eel that... "n m! opinion... +he wa! " see things... "% !ou as& me,... " tend to thin& that... Asking for Opinions ,o !ou )reall!* thin& that... )name o% parti(ipant* (an we get !our input$ -ow do !ou %eel a.out...$ Commenting on Other Opinions " ne#er thought a.out it that wa! .e%ore. Good point! " get !our point. " see what !ou mean. Agreeing with Other Opinions E'a(tl!! +hat/s )e'a(tl!* the wa! " %eel. " ha#e to agree with )name o% parti(ipant*. isagreeing with Other Opinions Up to a point " agree with !ou, .ut... )"/m a%raid* " (an/t agree A!vising an! "uggesting

0e should... 0h! don/t !ou.... -ow10hat a.out... " suggest1re(ommend that... Clarif#ing -a#e " made that (lear$ ,o !ou see what "/m getting at$ Let me put this another wa!... "/d 2ust li&e to repeat that... Re$uesting Information "/d li&e !ou to... 0ould !ou mind... " wonder i% !ou (ould... Asking for Repetition " didn/t (at(h that. 3ould !ou repeat that, please$ " missed that. 3ould !ou sa! it again, please$ 3ould !ou run that .! me one more time$ Asking for Clarifi%ation "/m a%raid " don/t 4uite understand what !our are getting at. 3ould !ou e'plain to me how that is going to wor&$ " don/t see what !ou mean. 3ould we ha#e some more details, please$ Asking for &erifi%ation ,o !ou mean that...$ "s it true that...$ Asking for "pelling 0ould !ou mind spelling that %or me, please$ Asking for Contri'utions for Other Parti%ipants 0hat do !ou thin& a.out this proposal$ 0ould !ou li&e to add an!thing, )name o% parti(ipant*$ -as an!one else got an!thing to (ontri.ute$ 5re there an! more (omments$ Corre%ting Information Sorr!, that/s not 4uite right. "/m a%raid !ou don/t understand what "/m sa!ing.

+hat/s not 4uite what " had in mind. +hat/s not what " meant. (eeping the Meeting on )ime 0ell, that seems to .e all the time we ha#e toda!. 6lease .e .rie%. "/m a%raid we/#e run out o% time. "/m a%raid that/s outside the s(ope o% this meeting. Let/s get .a(& on tra(&, wh! don/t we$ +hat/s not reall! wh! we/re here toda!. 0h! don/t we return to the main %o(us o% toda!/s meeting. 0e/ll ha#e to lea#e that to another time. 0e/re .eginning to lose sight o% the main point. Keep to the point, please. " thin& we/d .etter lea#e that %or another meeting. 5re we read! to ma&e a de(ision$

Business Meetings in English

From Kenneth Beare, Your Guide to English as 2nd Language. FREE Newsletter. Sign Up Now! Intro!u%tion +he %ollowing dialogue is an e'ample o% a t!pi(al .usiness meeting. 5s !ou (an see %rom the dialogue, a t!pi(al .usiness meeting (an .e di#ided into %i#e parts7 +his e'ample .usiness meeting is %ollowed .! the two se(tions whi(h pro#ide &e! language and phrases appropriate %or t!pi(al .usiness meetings. Introductions Meeting Chairman* "% we are all here, let/s get started. First o% all, "/d li&e !ou to please 2oin me in wel(oming 8a(& 6eterson, our Southwest 5rea Sales 9i(e 6resident. +a%k Peterson* +han& !ou %or ha#ing me, "/m loo&ing %orward to toda!/s meeting. Meeting Chairman* "/d also li&e to introdu(e our team. Margaret "immons*
"ponsore! ,inks

argaret Simmons who re(entl! 2oined

a! " also introdu(e m! assistant, Bo. -amp.

Business englishFind "t :nline! Business englishwww.%inditonline.ws ;<;,<<< Boo& =eports+housands o% +itles to 3hoose From. 3he(& :ut :ur Free :nline Samples!E'ampleEssa!s.(om Business English +oolFi' > Enri(h +e't in Few Steps? 5ll "n :ne 0riting So%tware? Free +rialwww.0hiteSmo&e.(om Meeting Chairman* 0el(ome Bo.. "/m a%raid our national sales dire(tor, 5nne +rusting, (an/t .e with us toda!. She is in Ko.e at the moment, de#eloping our Far East sales %or(e. Reviewing Past Business Meeting Chairman* Let/s get started. 0e/re here toda! to dis(uss wa!s o% impro#ing sales in rural mar&et areas. First, let/s go o#er the report %rom the last meeting whi(h was held on 8une 2@th. =ight, +om, o#er to !ou. )om Ro''ins* +han& !ou ar&. Let me 2ust summariAe the main points o% the last meeting. 0e .egan the meeting .! appro#ing the (hanges in our sales reporting s!stem dis(ussed on a! B<th. 5%ter .rie%l! re#ising the (hanges that will ta&e pla(e, we mo#ed on to a .rainstorming session (on(erning a%ter sales (ustomer support impro#ements. You/ll %ind a (op! o% the main ideas de#eloped and dis(ussed in these sessions in the photo(opies in %ront o% !ou. +he meeting was de(lared (losed at ;;.B<. Beginning the Meeting Meeting Chairman* +han& !ou +om. So, i% there is nothing else we need to dis(uss, let/s mo#e on to toda!/s agenda. -a#e !ou all re(ei#ed a (op! o% toda!/s agenda$ "% !ou don/t mind, "/d li&e to s&ip item ; and mo#e on to item 27 Sales impro#ement in rural mar&et areas. 8a(& has &indl! agreed to gi#e us a report on this matter. 8a(&$ Discussing Items +a%k Peterson* Be%ore " .egin the report, "/d li&e to get some ideas %rom !ou all. -ow do !ou %eel a.out rural sales in !our sales distri(ts$ " suggest we go round the ta.le %irst to get all o% !our input. +ohn Ruting* "n m! opinion, we ha#e .een %o(using too mu(h on ur.an (ustomers and their needs. +he wa! " see things, we need to return to our rural .ase .! de#eloping an ad#ertising (ampaign to %o(us on their parti(ular needs. Ali%e ,innes* "/m a%raid " (an/t agree with !ou. " thin& rural (ustomers want to %eel as important as our (ustomers li#ing in (ities. " suggest we gi#e our rural sales teams more help with ad#an(ed (ustomer in%ormation reporting. onal! Peters* E'(use me, " didn/t (at(h that. 3ould !ou repeat that, please$ Ali%e ,innes* " 2ust stated that we need to gi#e our rural sales teams .etter (ustomer in%ormation reporting.

+ohn Ruting* " don/t 4uite %ollow !ou. 0hat e'a(tl! do !ou mean$ Ali%e ,innes* 0ell, we pro#ide our (it! sales sta%% with data.ase in%ormation on all o% our larger (lients. 0e should .e pro#iding the same sort o% &nowledge on our rural (ustomers to our sales sta%% there. +a%k Peterson* 0ould !ou li&e to add an!thing, 8enni%er$ +ennifer Miles* " must admit " ne#er thought a.out rural sales that wa! .e%ore. " ha#e to agree with 5li(e. +a%k Peterson* 0ell, let me .egin with this 6ower 6oint presentation )8a(& presents his report*. +a%k Peterson* 5s !ou (an see, we are de#eloping new methods to rea(h out to our rural (ustomers. +ohn Ruting* " suggest we .rea& up into groups and dis(uss the ideas we/#e seen presented. Finishing the Meeting Meeting Chairman* Un%ortunatel!, we/re running short o% time. 0e/ll ha#e to lea#e that to another time. +a%k Peterson* Be%ore we (lose, let me 2ust summariAe the main points7 =ural (ustomers need spe(ial help to %eel more #alued. :ur sales teams need more a((urate in%ormation on our (ustomers. 5 sur#e! will .e (ompleted to (olle(t data on spending ha.its in these areas. +he results o% this sur#e! will .e deli#ered to our sales tea s 0e are (onsidering spe(i%i( data mining pro(edures to help deepen our understanding. Meeting Chairman* +han& !ou #er! mu(h 8a(&. =ight, it loo&s as though we/#e (o#ered the main items "s there an! other .usiness$ onal! Peters* 3an we %i' the ne't meeting, please$ Meeting Chairman* Good idea ,onald. -ow does Frida! in two wee&s time sound to e#er!one$ Let/s meet at the same time, C o/(lo(&. "s that :K %or e#er!one$ ... E'(ellent. "/d li&e to than& 8a(& %or (oming to our meeting toda! and gi#ing the presentation. +he meeting is (losed.