| Name: ______________________________ | Date: ______________ |
Instructions
- Practice making appointments clearly and keeping track of them.
- Use complete sentences when speaking or writing to an office.
- Check the date, time, location, purpose, and what you need to bring.
- Record each appointment right away and set a reminder.
Example: You need a dental cleaning. The office is open Monday through Friday from 8:00 a.m. to 4:00 p.m. You are available Tuesday after 3:30 p.m. and Thursday after 2:00 p.m. Write a clear request for an appointment.
Answer: Hello, I would like to schedule a dental cleaning. Do you have an opening on Tuesday after 3:30 p.m. or Thursday after 2:00 p.m.? My name is Jordan Lee, and my phone number is 555-0142.
Part 1: Appointment Basics
Complete each sentence with the best appointment word or phrase.
1. The reason you are meeting with a professional is the appointment's __________.
2. A calendar alert that reminds you about a future event is called a __________.
3. Before ending a scheduling call, repeat the date and time to __________ the details.
4. If you cannot attend, contact the office to __________ or reschedule the appointment.
Part 2: Choose the Best Move
Choose the action that shows responsible appointment planning.
5. What should you do first when calling to make an appointment?
| ○ A. Explain who you are and why you are calling | ○ B. Hang up if the first time is unavailable |
| ○ C. Ask the office to guess your schedule | ○ D. Give a random date and time |
6. Which information is most important to record after scheduling?
| ○ A. Date, time, location, and purpose | ○ B. The receptionist's favorite color |
| ○ C. A guess about how long the appointment will be | ○ D. Only the month |
7. What is the best response if an appointment time does not work?
| ○ A. Ask politely about other available times | ○ B. Agree and forget about it |
| ○ C. Become rude to the receptionist | ○ D. Give no explanation and leave |
8. When should you set a reminder?
| ○ A. As soon as the appointment is scheduled | ○ B. After the appointment is over |
| ○ C. Only if someone else reminds you | ○ D. The night before every time |
Part 3: Calendar Check
Decide whether each statement is True or False.
9. You should check your calendar before agreeing to a new appointment. True / False
10. It is fine to write an appointment down several days after scheduling it. True / False
11. A polite cancellation gives the office as much notice as possible. True / False
12. You never need to ask what documents or information to bring. True / False
13. Leaving travel time can help you arrive on time. True / False
Part 4: Match the Appointment Mission
Match each situation on the left with the best action on the right.
| 14. | You forgot the office address. | __________ | A. Ask what documents or items are required. |
| 15. | You have two appointments at the same time. | __________ | B. Plan your departure time and allow extra time. |
| 16. | You are unsure what to bring. | __________ | C. Contact one office to reschedule. |
| 17. | You scheduled an appointment for next month. | __________ | D. Ask for the location and record it. |
| 18. | You may arrive late because of travel time. | __________ | E. Add it to your calendar and set a reminder. |
Part 5: Speak Like a Pro
Write a clear, polite response for each situation.
19. Write a sentence asking a doctor's office for an appointment about a persistent headache. |
20. Write a sentence asking whether an appointment is available after 4:00 p.m. |
21. Write a sentence confirming the appointment details before ending a call. |
22. Write a polite sentence explaining that you need to reschedule. |
Part 6: Build Your Appointment Tracker (optional challenge)
Complete the missing information for each appointment record.
| Appointment | Date and time | Location | Preparation or reminder |
|---|---|---|---|
| Eye exam | Monday, May 6 at 10:00 a.m. | Riverside Vision, 18 Oak Street | Bring glasses; set a reminder for May 5 |
| Job interview | Thursday, June 13 at 2:00 p.m. | Bring two copies of résumé; set a reminder for June 12 | |
| Physical therapy | Wellness Center, 240 Pine Avenue | Wear comfortable clothes; arrive 15 minutes early | |
| Tuesday, July 23 at 4:30 p.m. | Community Music School, 7 River Road | Bring registration form; set a reminder for July 22 | |
| Library tutoring session | Saturday, August 3 at 11:00 a.m. |
Answer Key
| 1. | purpose |
| 2. | reminder |
| 3. | confirm |
| 4. | cancel |
| 5. | A (Explain who you are and why you are calling) |
| 6. | A (Date, time, location, and purpose) |
| 7. | A (Ask politely about other available times) |
| 8. | A (As soon as the appointment is scheduled) |
| 9. | True |
| 10. | False |
| 11. | True |
| 12. | False |
| 13. | True |
| 14. | D (Ask for the location and record it.) |
| 15. | C (Contact one office to reschedule.) |
| 16. | A (Ask what documents or items are required.) |
| 17. | E (Add it to your calendar and set a reminder.) |
| 18. | B (Plan your departure time and allow extra time.) |
| 19. | Hello, I would like to schedule an appointment because I have had a persistent headache. |
| 20. | Do you have any appointments available after 4:00 p.m.? |
| 21. | To confirm, my appointment is on Wednesday, October 9, at 3:30 p.m. at the Main Street office. |
| 22. | I am sorry, but I need to reschedule my appointment because I have a conflict. |
| 23a. | Job interview · Thursday, June 13 at 2:00 p.m. · Not provided · Bring two copies of résumé; set a reminder for June 12 |
| 23b. | Physical therapy · Not provided · Wellness Center, 240 Pine Avenue · Wear comfortable clothes; arrive 15 minutes early |
| 23c. | Music lesson registration · Tuesday, July 23 at 4:30 p.m. · Community Music School, 7 River Road · Bring registration form; set a reminder for July 22 |
| 23d. | Library tutoring session · Saturday, August 3 at 11:00 a.m. · Not provided · Not provided |