The first minute at reception
A good welcome identifies the visitor, confirms the appointment, checks security, names who is expecting them and offers something, then accepts the answer: below, the visitor declines coffee, so the meeting comes next. “You must be …” is a confident guess, not an obligation. To his last line, reply: “Of course. I’ll take you up.”
Maya Good morning. You must be Mr Adler.
Mr Adler Yes. I have a nine-thirty appointment with Lina Park.
Maya Welcome to Northline. May I check your badge?
Mr Adler Of course.
Maya Sales is expecting you. Would you like coffee first?
Mr Adler No, thank you. I'm ready to go up.
Names, titles and introductions
A title goes with the surname: Mr Adler, Ms Park, Dr Rahman. Use Ms unless a woman prefers Mrs. British English writes Mr and Dr with no full stop; American English adds one. Start formally and let the visitor move to first names.
- “Good morning, Dr Rahman.” (title and surname)
- “Please call me Maya.” (invitation to use first names)
- “May I introduce Dr Rahman? She’s giving this afternoon’s talk.” (introduction plus a fact)
- “It’s good to meet you, Alex.” (reply)
Phrasal verbs for looking after a guest
A pronoun goes in the middle of pick up, drop off and show around: “I’ll pick you up at nine.”, not “I’ll pick up you.” Check in, freshen up and eat out usually take no object.
- pick someone up: “Maya is picking Dr Rahman up at the airport.”
- drop someone off: “I’ll drop you off at the auditorium.”
- show someone around: “Owen will show the delegates around the factory.”
- check in, freshen up: “You can check in and freshen up before lunch.”
- eat out, meet up with: “Tonight we’ll eat out and meet up with the sales team.”
A, an, the or no article?
Use a or an for a first mention, the when both speakers know which one, and no article for general plural or uncountable nouns. A or an depends on the sound: an hour, a university. Jobs need a or an; information, advice and luggage are uncountable: “some information”, never “an information”.
- “We booked a hotel near the station.” (first mention)
- “The hotel has a meeting room.” (known hotel)
- “Guests need information.” (general, uncountable)
- “She’s an engineer.” (job, vowel sound)
A visit itinerary every host can follow
One shared itinerary prevents gaps: each line gives a time, an action, a host and a place in the present simple, and a contingency comes last. A delegate is a registered participant, a stand an exhibition space, facilities a venue’s equipment and services, and an excursion a short organised trip.
- 09:15 Maya picks up Dr Rahman at the airport.
- 11:00 Maya shows Dr Rahman around the exhibition centre.
- 13:00 Owen meets Mr Novak at Stand B14.
- 15:30 Owen takes Mr Novak on an excursion to the historic centre.
- Contingency: Owen texts both guests if transport changes.
Ask, don’t guess: offering choices
Hosts who plan every hour can tire guests who want to rest or look around alone, and many guests are too polite to say so. Send a few options before the visit and leave one evening free. “Would you prefer …?” takes to plus a verb; “Would you rather …?” takes the bare verb.
- “Would you prefer to rest or look around the city?”
- “Would you rather eat out tonight or have a quiet evening?”
- “Is there anything you’d like to see while you’re here?”
Common mistakes
These are understood, but they sound less professional:
- “Good morning, Mr Daniel.” Say “Mr Adler” or “Daniel”.
- “I’ll pick up you.” Say “I’ll pick you up.”
- “Here is an information.” Say “Here is some information.”
- “How was your travel?” Say “How was your trip?”
- “She works as engineer.” Say “She works as an engineer.”
A 10-minute daily practice routine
Use a real visit from your own job.
- 2 minutes: repeat the reception exchange, then play the host.
- 3 minutes: write a five-line itinerary with a contingency; check every article.
- 2 minutes: say three sentences with pick up, drop off or show around plus a pronoun.
- 3 minutes: introduce two colleagues with one fact each, then offer a choice.
- Weekly discussion: “Is it rude to leave a business guest alone for an evening?”
What comes next
Next, work online in English: security problems and rules with must and don’t have to. At B2, confirm a supplier visit in writing.