Module 1 — Foundations of Business English Communication
Unit 1.2 Comprehensive Teaching Materials
Workplace Interaction and Daily Business Communication
Target Learners
Japanese professionals working in international companies
English Level
Beginner to Intermediate
Recommended Lesson Time
5–8 hours total or divided into multiple lessons
UNIT OBJECTIVES
By the end of this unit, learners will be able to:
Participate in everyday workplace conversations confidently
Request and provide workplace information politely
Communicate effectively during meetings and office interactions
Handle scheduling and workplace coordination in English
Improve listening comprehension for daily business communication
Take organized notes during conversations and meetings
Use common workplace idioms and professional expressions naturally
UNIT TOPICS
Daily Workplace Communication
Asking for Help and Offering Assistance
Scheduling and Appointment Management
Giving Instructions and Explaining Procedures
Participating in Simple Meetings
Workplace Email and Chat Communication
Listening and Note-Taking for Workplace Communication
Final Integrated Workplace Communication Practice
TOPIC 1 — DAILY WORKPLACE COMMUNICATION
PART A — WARM-UP DISCUSSION
Discussion Questions
What types of conversations happen daily at work?
Why is polite communication important in international companies?
What communication challenges do you experience at work?
How do Japanese workplace conversations differ from international workplaces?
PART B — KEY VOCABULARY
| Word/Phrase | Meaning |
|---|---|
| Deadline | Final due date |
| Task | Work assignment |
| Schedule | Planned timetable |
| Report | Work document |
| Update | Latest information |
| Priority | Most important task |
| Procedure | Process or method |
| Approval | Official permission |
| Assignment | Given responsibility |
| Progress | Development of work |
PART C — KEY EXPRESSIONS
Daily Communication
“How is the project going?”
“Do you have any updates?”
“I’m currently working on…”
Discussing Tasks
“This task is a high priority.”
“The deadline is next Friday.”
“I’ll complete it as soon as possible.”
PART D — COMMON BUSINESS IDIOMS
| Idiom | Meaning | Example |
|---|---|---|
| On the same page | Sharing understanding | “Let’s make sure we’re on the same page.” |
| In the loop | Informed | “Please keep me in the loop.” |
| Behind schedule | Delayed | “The project is slightly behind schedule.” |
PART E — MODEL DIALOGUE
Dialogue 1 — Daily Office Conversation
A: Good morning, Mika. How’s the client project going?
B: It’s going well so far. We finished the initial report yesterday.
A: That’s great. Are there any issues?
B: We’re slightly behind schedule, but we should catch up this week.
PART F — SPEAKING PRACTICE
Activity 1 — Workplace Update Practice
Students discuss:
Current tasks
Deadlines
Work progress
Challenges
Activity 2 — Daily Office Role-Play
Scenarios
Asking about project progress
Discussing deadlines
Reporting updates
PART G — LISTENING PRACTICE
Teacher Reading Script
“Our department is currently preparing the monthly sales report. Although the project is progressing steadily, several team members are still waiting for customer data from overseas offices.”
Exercise A — Listening Questions
What is the department preparing?
How is the project progressing?
What are team members waiting for?
PART H — NOTE-TAKING PRACTICE
| Project | Current Status | Remaining Task |
|---|---|---|
TOPIC 2 — ASKING FOR HELP AND OFFERING ASSISTANCE
PART A — KEY EXPRESSIONS
Asking for Help
“Could you help me with this task?”
“Would you mind explaining this process?”
“Can I ask you a question?”
Offering Help
“I’d be happy to help.”
“Please let me know if you need assistance.”
“Would you like me to review it?”
PART B — COMMON BUSINESS IDIOMS
| Idiom | Meaning |
|---|---|
| Lend a hand | Help someone |
| Pitch in | Contribute help |
| Cover for someone | Temporarily do someone’s work |
PART C — SPEAKING ACTIVITIES
Activity 1 — Help Request Role-Play
Scenarios
Technical issues
Understanding procedures
Preparing reports
Meeting preparation
Activity 2 — Team Support Discussion
Students discuss:
Supporting colleagues
Team cooperation
Workplace communication
PART D — LISTENING PRACTICE
Teacher Reading Script
“Could you help me prepare the presentation slides for tomorrow’s client meeting? I’m still organizing the financial data, and I’d appreciate your assistance with the design section.”
Exercise B — Questions
What needs preparation?
What is the speaker organizing?
Which section needs assistance?
PART E — NOTE-TAKING PRACTICE
| Requested Help | Current Problem | Assistance Needed |
|---|---|---|
TOPIC 3 — SCHEDULING AND APPOINTMENT MANAGEMENT
PART A — KEY EXPRESSIONS
Scheduling Meetings
“Are you available next Tuesday?”
“Can we reschedule the meeting?”
“Let’s confirm the appointment time.”
Managing Schedules
“I have a scheduling conflict.”
“The meeting has been postponed.”
“Please send a calendar invitation.”
PART B — COMMON BUSINESS IDIOMS
| Idiom | Meaning |
|---|---|
| Pencil someone in | Schedule tentatively |
| Tight schedule | Busy timetable |
| Free up some time | Become available |
PART C — SPEAKING ACTIVITIES
Activity 1 — Appointment Scheduling
Students arrange:
Client meetings
Team discussions
Interviews
Online meetings
Activity 2 — Schedule Conflict Role-Play
Students practice:
Rescheduling politely
Confirming availability
Explaining conflicts
PART D — LISTENING PRACTICE
Teacher Reading Script
“Unfortunately, the marketing meeting originally scheduled for Wednesday afternoon has been postponed because several department managers will be attending an urgent conference.”
Exercise C — Questions
What meeting was postponed?
When was it originally scheduled?
Why was it postponed?
PART E — NOTE-TAKING PRACTICE
| Meeting | Original Schedule | Reason for Change |
|---|---|---|
TOPIC 4 — GIVING INSTRUCTIONS AND EXPLAINING PROCEDURES
PART A — KEY EXPRESSIONS
Giving Instructions
“First, please review the document carefully.”
“After that, submit the report to management.”
“Make sure to follow the company guidelines.”
Explaining Procedures
“The process involves three steps.”
“You’ll need approval before continuing.”
“Please complete the form online.”
PART B — COMMON BUSINESS IDIOMS
| Idiom | Meaning |
|---|---|
| Follow the rules | Obey procedures |
| Step by step | Gradually |
| Learn by doing | Learn through experience |
PART C — SPEAKING ACTIVITIES
Activity 1 — Procedure Explanation Practice
Students explain:
Company procedures
Software usage
Report submission process
Travel request systems
Activity 2 — Instruction Giving Role-Play
Students guide coworkers through workplace tasks.
PART D — LISTENING PRACTICE
Teacher Reading Script
“To submit your expense report, first upload all receipts into the company system. After completing the online form, send the report to your department manager for final approval.”
Exercise D — Questions
What should employees upload first?
What happens after completing the form?
Who gives final approval?
PART E — NOTE-TAKING PRACTICE
| Step | Action | Responsible Person |
|---|---|---|
TOPIC 5 — PARTICIPATING IN SIMPLE MEETINGS
PART A — KEY EXPRESSIONS
Joining Meetings
“Thank you for attending today’s meeting.”
“Let’s begin with today’s agenda.”
“I’d like to share an update.”
Sharing Opinions
“I agree with that suggestion.”
“I have another idea.”
“Could we discuss this further?”
PART B — COMMON BUSINESS IDIOMS
| Idiom | Meaning |
|---|---|
| Bring something to the table | Contribute ideas |
| Reach an agreement | Decide together |
| Wrap up | Finish discussion |
PART C — SPEAKING ACTIVITIES
Activity 1 — Team Meeting Simulation
Students discuss:
Project updates
Workplace improvements
Scheduling
Team concerns
Activity 2 — Opinion Sharing Practice
Students practice:
Agreeing politely
Disagreeing professionally
Asking questions
PART D — LISTENING PRACTICE
Teacher Reading Script
“Today’s meeting will focus on improving customer response times and updating the company website. Each department manager will provide a short progress report before we discuss future action plans.”
Exercise E — Questions
What are the meeting topics?
Who will provide reports?
What will be discussed afterward?
PART E — NOTE-TAKING PRACTICE
| Meeting Topic | Presenter | Future Plan |
|---|---|---|
TOPIC 6 — WORKPLACE EMAIL AND CHAT COMMUNICATION
PART A — KEY EXPRESSIONS
Email Communication
“Please find the attached document.”
“Thank you for your prompt response.”
“I look forward to hearing from you.”
Chat Communication
“Could you check this quickly?”
“I’ll send the details shortly.”
“Thanks for the update.”
PART B — COMMON BUSINESS IDIOMS
| Idiom | Meaning |
|---|---|
| Get back to someone | Reply later |
| Follow up | Continue communication |
| Keep posted | Continue informing |
PART C — SPEAKING ACTIVITIES
Activity 1 — Email Practice
Students practice:
Request emails
Update emails
Confirmation emails
Activity 2 — Business Chat Simulation
Students communicate:
Quick updates
Questions
Schedule coordination
PART D — LISTENING PRACTICE
Teacher Reading Script
“Thank you for your email regarding the updated project schedule. Please review the attached timeline carefully and let me know if you have any questions before tomorrow’s meeting.”
Exercise F — Questions
What was updated?
What should be reviewed?
When is the meeting?
PART E — NOTE-TAKING PRACTICE
| Communication Topic | Requested Action | Deadline |
|---|---|---|
TOPIC 7 — LISTENING AND NOTE-TAKING FOR WORKPLACE COMMUNICATION
PART A — KEY EXPRESSIONS
Clarifying Information
“Could you repeat the deadline?”
“Did you say Monday morning?”
“Let me confirm the details.”
Summarizing Information
“The main issue is…”
“The next step will be…”
“The project deadline is…”
PART B — COMMON BUSINESS IDIOMS
| Idiom | Meaning |
|---|---|
| Keep track of | Monitor carefully |
| Stay updated | Continue informed |
| Miss the deadline | Fail to finish on time |
PART C — SPEAKING ACTIVITIES
Activity 1 — Information Confirmation Practice
Students confirm:
Dates
Deadlines
Project tasks
Meeting details
Activity 2 — Workplace Summary Practice
Students summarize:
Short discussions
Meeting updates
Instructions
PART D — LISTENING PRACTICE
Teacher Reading Script
“The client requested several changes to the product design, so the development team will need additional time to complete the final version. The updated deadline is now May 28.”
Exercise G — Questions
What did the client request?
Which team needs additional time?
What is the new deadline?
PART E — NOTE-TAKING PRACTICE
| Client Request | Team Involved | Updated Deadline |
|---|---|---|
FINAL INTEGRATED WORKPLACE COMMUNICATION PRACTICE
Scenario
Preparing for an international business meeting
Students Must:
Discuss daily work updates
Ask for and offer help
Schedule meetings
Explain workplace procedures
Participate in discussions
Communicate through email and chat
Demonstrate listening and note-taking skills
TEACHER’S GUIDE
RECOMMENDED LESSON FLOW
| Stage | Time |
|---|---|
| Warm-Up Discussion | 15 mins |
| Vocabulary & Expressions | 35 mins |
| Dialogue Practice | 30 mins |
| Speaking Activities | 60 mins |
| Listening Activities | 40 mins |
| Note-Taking Practice | 30 mins |
| Integrated Role-Plays | 60 mins |
| Feedback & Reflection | 20 mins |
COMMON CHALLENGES FOR JAPANESE LEARNERS
1. Difficulty Asking for Help Directly
Problem
Students may hesitate requesting assistance.
Teaching Tip
Teach polite request patterns repeatedly.
2. Difficulty Participating in Meetings
Problem
Learners may avoid speaking during discussions.
Teaching Tip
Use structured opinion-sharing activities.
3. Fast Listening Speed
Problem
Students may miss details in workplace conversations.
Teaching Tip
Practice short listening tasks with note-taking.
4. Writing Professional Messages
Problem
Students may use overly casual language.
Teaching Tip
Provide clear email and chat models.
ANSWER KEY
Exercise A Answers
Monthly sales report
Progressing steadily
Customer data from overseas offices
Exercise B Answers
Presentation slides
Financial data
Design section
Exercise C Answers
Marketing meeting
Wednesday afternoon
Managers attending urgent conference
Exercise D Answers
Receipts
Send report to manager
Department manager
Exercise E Answers
Customer response times and website updates
Department managers
Future action plans
Exercise F Answers
Project schedule
Attached timeline
Tomorrow
Exercise G Answers
Changes to product design
Development team
May 28
SAMPLE NOTE-TAKING ANSWERS
Topic 4
| Step | Action | Responsible Person |
|---|---|---|
| 1 | Upload receipts | Employee |
| 2 | Complete online form | Employee |
| 3 | Approve report | Department manager |
RECOMMENDED FEEDBACK FORMAT FOR TUTORING NOTES
| Category | Feedback |
|---|---|
| Workplace Communication | Communicated daily updates clearly |
| Listening | Understood workplace conversations accurately |
| Vocabulary Usage | Used workplace expressions appropriately |
| Meeting Participation | Participated actively during discussions |
| Fluency | Communication becoming smoother and more natural |
| Professional Tone | Used polite and professional language effectively |
| Next Goal | Practice more spontaneous workplace interaction |
SAMPLE TEACHER FEEDBACK COMMENTS
Positive Feedback
“Excellent participation during workplace role-plays.”
“You used polite workplace expressions naturally.”
“Good listening comprehension and note-taking accuracy.”
Corrective Feedback
“Practice speaking more confidently during meetings.”
“Focus on asking follow-up questions naturally.”
“Try organizing ideas more clearly during explanations.”
HOMEWORK ACTIVITIES
Homework 1
Watch a workplace communication video on BBC Learning English Business English and identify:
Workplace expressions
Meeting vocabulary
Professional communication styles
Homework 2
Write a short workplace update email in English.
Homework 3
Prepare a short oral report about your current work responsibilities and deadlines.
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