Appointments Role play Activities
Roleplay 1: Making an Appointment and Agreeing
Scenario:
Emma, a project manager, is scheduling a meeting with Tom, a client, to discuss the upcoming project launch.
Emma:
“Hi Tom, I hope you’re doing well. I was wondering if you’d be available next Tuesday at 10 AM for a meeting to go over the project launch details?”
Tom:
“Hi Emma, yes, I’m good, thanks! Tuesday at 10 AM sounds reasonable, but I have another meeting later that morning. Could we aim to keep it under an hour?”
Emma:
“Absolutely, I’ll make sure it doesn’t run longer than necessary. Does that work for you?”
Tom:
“Perfect. I’ll block off 10 to 11 AM next Tuesday.”
Emma:
“Great! I’ll send a calendar invite shortly. Thanks, Tom.”
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Roleplay 2: Postponing and Rescheduling
Scenario:
Sarah, a sales manager, needs to postpone a meeting with her team member, Mike, and reschedule it for a later date.
Sarah:
“Hi Mike, I wanted to let you know that unfortunately, something urgent has come up, and I’ll have to postpone our meeting scheduled for tomorrow.”
Mike:
“That’s not a problem, Sarah. Do you have an alternative date in mind?”
Sarah:
“Thanks for understanding. How about rescheduling for Thursday at 3 PM? Does that suit your schedule?”
Mike:
“Let me quickly check… Yes, Thursday at 3 PM works for me.”
Sarah:
“Great! I’ll update the calendar invite. Apologies again for the inconvenience.”
Mike:
“Not at all, Sarah. I appreciate the heads-up.”
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Roleplay 3: Cancelling and Apologizing
Scenario:
John, an HR manager, needs to cancel a planned meeting with Laura, a consultant, due to unforeseen circumstances.
John:
“Hi Laura, I’m really sorry, but I need to cancel our meeting scheduled for this afternoon. We’ve had an unexpected situation come up that I need to attend to.”
Laura:
“I see, John. Thanks for letting me know. Will we be rescheduling it for another day?”
John:
“Yes, I apologize again for the short notice. I’ll reach out early next week to arrange another time that works for both of us.”
Laura:
“That sounds good. No worries at all, just let me know when you’re available.”
John:
“Thanks for your understanding, Laura. I’ll be in touch soon.”
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Roleplay 4: Advising of Lateness and Offering Apologies
Scenario:
Jane, a marketing executive, is running late for a meeting with David, her colleague, and needs to inform him.
Jane (via phone):
“Hi David, it’s Jane. I’m afraid I’m running about 15 minutes late for our 2 PM meeting. I got stuck in traffic.”
David:
“Thanks for letting me know, Jane. That’s alright. I’ll wait for you in the meeting room, and we can start when you get here.”
Jane:
“I really appreciate your understanding, David. I’ll be there as soon as I can.”
David:
“No worries at all. Drive safely.”