Stating the purpose of a business call and asking for clarification
CEFR: A2
Read/Listen first
Mike Gomez had planned a short call to Hutch Industries, but the call became longer than he expected. The receptionist answered quickly and said, “Good morning, Hutch Industries.” Mike introduced himself and said he was calling from SPR Computing. The receptionist did not hear him clearly, because the line was not very good. She asked, “I’m sorry, could you repeat that, please?” Mike repeated his name and company, and explained that he was calling about a meeting next month. He has already sent an email with the main points, but he wanted to make sure everything was clear. The receptionist checked her screen and said they were going to confirm the exact date later that week. Mike felt relieved, because he had been worried about the schedule. When he finished the call, he realised that asking for clarification had helped both of them feel more confident.⚡ Learning goals
- Can understand the main idea of a short business phone call.
- Can state the purpose of a phone call using simple phrases.
- Can ask someone to repeat or clarify information on the phone.
✨ Key language
- The reason I’m calling is… “The reason I’m calling is to confirm the meeting.”
- I’m calling to… “I’m calling to speak to the purchasing department.”
- I’m sorry, could you repeat that, please? “I’m sorry, could you repeat that, please?”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Past simple for completed actions
Rule: Use the past simple to talk about finished actions at a specific time in the past.Examples: The receptionist answered quickly.; Mike introduced himself.; Mike repeated his name.
Common pitfall + fix: Learners often mix present and past forms. Use the -ed form or the second form of the verb for past actions.
Which verb is in the past simple?
Tip: Look for the form that talks about a finished action.
Fill with the best answer: Mike __________ himself to the receptionist.
Tip: Use the past simple of “introduce”.
2️⃣ Present perfect for past actions with results now
Rule: Use the present perfect to connect a past action with a result in the present using have/has + past participle.Examples: He has already sent an email.; I have finished the report.; She has confirmed the date.
Common pitfall + fix: Learners often use past simple with “already” for recent actions. Use “have/has + past participle” instead.
Which sentence uses the present perfect correctly?
Tip: Remember: have/has + past participle.
Fill with the best answer: He __________ the email with the main points.
Tip: Use “has already sent”. You can type the full phrase.
3️⃣ Going to for planned future actions
Rule: Use “going to” to talk about future plans and intentions that are already decided.Examples: They are going to confirm the date.; We are going to hold the meeting next month.; I am going to call again tomorrow.
Common pitfall + fix: Learners sometimes use present simple only. Add “am/is/are going to” before the base verb for plans.
Which sentence talks about a plan for the future?
Tip: Look for “going to” to show a plan.
Fill with the best answer: They __________ the exact date later this week.
Tip: Use “are going to confirm”.
4️⃣ Could for polite requests on the phone
Rule: Use “could” to make polite requests and questions on the phone.Examples: Could you repeat that, please?; Could you speak more slowly?; Could I speak to the purchasing department?
Common pitfall + fix: Learners often use only “can” and forget “could”. Use “could” to sound softer and more polite.
Which sentence is the most polite?
Tip: Adding “could” and “please” makes the request softer.
Fill with the best answer: “I didn’t hear you. ______________________”
Tip: Write a full polite question starting with “Could you…”.
✍️ Vocabulary
receptionist
Meaning: the person who answers the phone and welcomes visitors in a company.Synonyms: front desk, assistant, office staff
Chunk/Idiom: speak to the receptionist
Example: I spoke to the receptionist before the meeting.
Morphology: noun; singular countable noun
Self-practice: Say three questions you might ask a receptionist.
clarification
Meaning: more information that makes something easier to understand.Synonyms: explanation, detail, confirmation
Chunk/Idiom: ask for clarification
Example: Please ask for clarification if the line is bad.
Morphology: noun; abstract, from the verb clarify
Self-practice: Write one question where you ask for clarification.
schedule
Meaning: a plan that shows the times of meetings or events.Synonyms: timetable, calendar, plan
Chunk/Idiom: check the schedule
Example: Mike checked the schedule for the meeting date.
Morphology: noun and verb; here it is a noun
Self-practice: Say two things on your work schedule this week.
confirm
Meaning: to say officially that something is sure or correct.Synonyms: check, verify, approve
Chunk/Idiom: confirm the meeting
Example: They will confirm the exact date later this week.
Morphology: verb; regular verb, confirmed, confirming
Self-practice: Make two sentences using “confirm”.
repeat
Meaning: to say something again so another person can hear it.Synonyms: say again, restate, echo
Chunk/Idiom: repeat that, please
Example: Could you repeat that, please, the line is bad.
Morphology: verb; regular verb, repeated, repeating
Self-practice: Practice two polite requests using “repeat”.
meeting
Meaning: a planned time when people come together to talk about work.Synonyms: appointment, session, discussion
Chunk/Idiom: organize a meeting
Example: They are going to organize a meeting next month.
Morphology: noun; countable noun from the verb meet
Self-practice: Say when your next important meeting is.
☁️ Examples (+ audio)
I’m calling to confirm the meeting next month.
The receptionist answered quickly and asked for clarification.
Could you repeat that, please? The line is not very good.
They are going to confirm the exact date later this week.
✏️ Exercises
Grammar
Which sentence connects the past call with a result now?
Tip: Look for have or has plus a past participle.
Which sentence shows a future plan from the story?
Tip: Plans use “going to” in this lesson.
Fill with the best answer:
Mike felt relieved when he __________ the call.Tip: Use the past simple of “finish”.
Fill with the best answer:
Mike said he __________ about a meeting next month.Tip: Use the past continuous form here.
Vocabulary & Comprehension
Why did Mike call Hutch Industries?
Tip: Look at the part about the meeting next month.
Why did the receptionist ask Mike to repeat his name?
Tip: Think about the problem with the phone call.
Fill with the best answer:
The __________ answered quickly and said, “Good morning, Hutch Industries.”Tip: Use the job title for the person at the front desk.
Fill with the best answer:
Mike was calling about a __________ next month.Tip: It is a planned event with people.
✅ Guided practice
Mini-dialogue:
A: Good morning, Hutch Industries. How may I help you?B: Hi, this is Mike Gomez from SPR Computing. I’m calling to confirm the meeting next month.
A: I’m sorry, the line is not very clear. Could you repeat that, please?
B: Sure, I’m calling to confirm the meeting next month about the training project.
Why this matters:
Being clear on the phone saves time for everyone. It helps you avoid mistakes with dates and schedules. It also makes you sound more professional and confident.Verb & Adjective Pack:
confirm — They will confirm the exact date later this week.repeat — Could you repeat that, please, the line is bad.
clarify — He called to clarify the details of the meeting.
relieved — He felt relieved when the call finished well.
Try & compare:
Fill with the best answer: __________ confirm the meeting next month.
Tip: Start with “I’m calling to…”.
Self-correction: Fix the sentence: I sorry can you repeat.
Tip: Use “I’m sorry” and “could you…please?”.
Practice aloud: Listen, repeat, then type the sentence.
They are going to confirm the exact date later this week.
Tip: Focus on the rhythm of “are going to confirm”.