TOEIC Reading Practice Test: How to Schedule a Business Meeting

Incomplete Sentences (Questions 1–30)

Choose the word or phrase that best completes the sentence.

1. To effectively ____, confirm the availability of all attendees beforehand.

A. arrange
B. arranged
C. arranging
D. arranges

2. The manager was asked to ____ the details of the meeting before finalizing the schedule.

A. review
B. reviews
C. reviewing
D. reviewed

3. I will send you a reminder email ____.

A. weekly
B. every weeks
C. on each week
D. weekly time

4. Please ____ the minutes of the last meeting before the new one begins.

A. reading
B. reads
C. read
D. reader

5. He suggested that the team ____ a better location for the conference.

A. finds
B. finding
C. found
D. find

…

30. The speaker announced that the meeting would ____ until next Monday.

A. be postponed
B. postponed
C. be postpone
D. postpones

Text Completion (Questions 31–46)

Complete the reading passage by selecting the best answer for each blank.

Passage 1 (Questions 31–34)

How to Schedule a Business Meeting

Scheduling a business meeting requires careful planning and attention to detail. First, the meeting organizer should (31) to determine the best time for all participants. This can be done through an email poll or scheduling software. Once the time has been confirmed, it’s important to (32) the purpose and objectives of the meeting in the invitation. If you need to include any pre-meeting materials, make sure they are (33) at least two days before the meeting. Finally, a reminder should be sent the day before to ensure that everyone (34) the meeting.

31. A. confirm available spaces
    B. check their availability
    C. limit the time
    D. plan for meals

32. A. elaborate
    B. simplify
    C. specify
    D. hide

33. A. sent
    B. send
    C. sending
    D. sends

34. A. remind of
    B. forget about
    C. remembers to attend
    D. takes care

Passage 2 (Questions 35–38)

To: All Managers
Subject: Team Meeting Guidelines
Date: October 22, 2023

Dear All,

Please take note of the following guidelines to ensure that all team meetings run (35). First, ensure that an agenda is created and distributed at least 24 hours before each meeting. This allows the participants to prepare in advance. Additionally, time should be allocated for questions at the end of (36) agenda item. Minutes should be recorded and sent to all attendees immediately (37) the meeting. Lastly, meetings should not (38) longer than one hour unless absolutely necessary.

Best regards,
James Stevenson
Project Manager

35. A. smoothly
    B. slowly
    C. reluctantly
    D. hastily

36. A. each
    B. every
    C. some
    D. many

37. A. after
    B. before
    C. during
    D. while

38. A. last
    B. lasted
    C. lasting
    D. lasts

Passage 3 (Questions 39–42)

Email: Reminder for Project Meeting

Dear Team,

This is a gentle reminder about our upcoming project meeting, which is scheduled for Tuesday, November 13, at 2:00 PM in the main conference room. Please ensure that you (39) on time and bring any necessary documents for discussion. The goal of this meeting is to finalize the timeline, so it is (40) that everyone be present. A reminder email will be sent again (41) 30 minutes before the meeting. Should you have any questions or need to reschedule, please let me know as soon as possible to (42) conflicts.

Best regards,
Emily Tompkins

39. A. arriving
    B. to arrive
    C. arrive
    D. arrived

40. A. necessary
    B. unimportant
    C. confusing
    D. likely

41. A. inside
    B. during
    C. approximately
    D. before

42. A. raise
    B. avoid
    C. resolve
    D. create

Reading Comprehension (Questions 47–100)

Passage A (Questions 47–54)

Memo: Meeting Planning Process

Date: January 15, 2023
Subject: Guidelines for Efficient Meeting Planning

1. To schedule a meeting, begin by consulting the calendars of all participants to find a mutually agreeable time.
2. Confirm the availability of the conference room or online platform, and make any necessary bookings in advance.
3. Prepare an agenda that outlines the main points to be discussed and circulate it at least 48 hours before the meeting.
4. Set a defined start and end time and respect these boundaries to ensure that the meeting remains productive and focused.

Question 47: What is the first step in the meeting planning process according to the memo?
A. Preparing the agenda
B. Consulting participants’ calendars
C. Booking a conference room
D. Defining the start time

Question 48: Why should an agenda be circulated before the meeting?
A. To ensure decisions are made
B. To allow preparation
C. To limit discussion
D. To confirm the meeting location

Question 49: What is the recommended minimum time to send out the agenda?
A. At least 48 hours before the meeting
B. The day of the meeting
C. Immediately after booking the meeting
D. One week before the meeting

…

Passage B (Questions 55–61)

Email Message

To: Jonathan Silva
From: Samantha Porter
Subject: Rescheduling Strategy Meeting
Date: April 23, 2023

Dear Jonathan,

Unfortunately, I must reschedule our strategy meeting, which was originally planned for April 25 at 10:00 AM. Due to a scheduling conflict, I am unable to attend. Would it be possible to move the meeting to the following morning at 9:00 AM instead? Please let me know if this time works for you or if we should consider other options. I apologize for any inconvenience and look forward to discussing our upcoming project.

Best regards,
Samantha Porter

Question 55: Why is Samantha rescheduling the meeting?
A. She forgot about the meeting
B. She has a scheduling conflict
C. She needs to attend another meeting
D. She decided to cancel the project

Question 56: What time does Samantha propose for the rescheduled meeting?
A. April 24, 10:00 AM
B. April 25, 10:00 AM
C. April 26, 9:00 AM
D. April 27, 9:00 AM

…

Passage C (Questions 62–70)

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Answer Keys

Incomplete Sentences:

1. A
2. A
3. A
4. C
5. D
   …

Text Completion:

31. B
32. C
33. A
34. C
    …

Reading Comprehension:

47. B
48. B
49. A
    …