MAKING AN APPOINTMENT || English For The Office

How to make an appointment in English

Making, changing and cancelling appointments is a task many people have to do as part of their job.

Today we are going to have a look at some of the phrases and expressions you can use, and by the end of this post you will find two examples of arrangements being made over the phone.

How to make an appointment

Making an appointment can take a while if both you and the other person are busy and have a packed schedule.

How to ask for an appointment

The following sentences are ways to ask for an appointment:

Are you available on Monday? Are you available next Monday?

Are you free on Tuesday? Are you free next Tuesday?

How does the third sound to you?

Can we meet on Wednesday? Can we meet next Wednesday?

Would next Thursday be ok?

What about next Friday?

Is next Saturday ok?

How to confirm an appointment

Yes, Monday is fine.

Yes, Tuesday would be fine.

Wednesday suits me.

Thursday would be perfect.

Please confirm if this date and time is suitable / convenient for you.

Can you let me know if this is works for you?

How to say a time/date is not convenient

I’m afraid I can’t on Monday.

I’m sorry, I can’t on Tuesday.

I won’t be able to meet on Wednesday.

I really don’t think I can on Thursday.

How to cancel an appointment

Sometimes, things come up and we have to cancel a previous engagement or appointment. When this happens, the best thing you can do is apologise and find another time to meet:

Unfortunately, due to some unforeseen business, I will be unable to keep our appointment for tomorrow afternoon.

Would it be possible to arrange another time later in the week?

I’m afraid that I have to cancel our meeting on Wednesday, as something unexpected has come up.

Would you be free to meet early next week?

Different Scenarios

Example of a phone conversation 1

– Hello! Can I speak to Dr. Merissa, please?

– I’m afraid she’s in a meeting, but I can leave her a message.

– I would like to arrange an appointment to see her.

– She is available tomorrow morning.

– I could make it at 11:30.

– I’m sorry, she’s busy at that time. Would 12 be ok?

– Excellent. I will see you tomorrow at 12 then!

– Goodbye!

Example of a phone conversation 2

– Good morning! I would like to speak to Jeremy, please.

– This is me.

– Hello, this is Lynn. I am calling from Smith.co.uk and would like to set up an interview with you.

– Ah yes. Let me look at my diary. When would be convenient for you?

– Anytime after lunch.

– How about Thursday? Does that work for you?

– I’m afraid I might be out of town on Thursday. How does Friday sound to you?

– Friday sounds great. Shall we meet here at four o’clock?

– See you then! Bye.

With this new information you are now equipped with useful sentences to make, change or cancel engagements and appointments.

Example of Making an Appointment for Meeting

1.

A: I would like to make an appointment for a project meeting.

B: Of course, I have Monday or Tuesday available. What day would be best for you?

A: I would like to meet on Monday.

B: Very well then. Are mornings or afternoons best?

A: I want to come in the morning.

B: I will have my assistant check my calendar and get back to you with the exact time. Can you bring me an outline of the project when you come?

A: Yes, I can bring the outline when I come to the meeting.

B: Do you think that we should include the entire committee in the meeting or just our sub-committee?

A: I think that we should have just the sub-committee.

B: OK then, I will make the arrangements for them to attend. Do you know how to get there?

A: No, I need directions, please.

B: Fine, we will make sure that we send you all of the information that you need. See you there!

2.

A: Could I meet with you to discuss the project?

B: Good idea. We could meet on Monday or Tuesday. Which day would you prefer?

A: Tuesday would be good for me.

B: OK. Do you think we should meet in the morning or in the afternoon?

A: I think the afternoon would be best.

B: That will work out. I will e-mail the exact time tomorrow. I need you to bring your plans with you.

A: Yes, I will bring my plans with me to the meeting.

B: Should we invite the whole committee or should we just have the sub-committee there?

A: I feel that the whole committee needs to be there.

B: Yes, I agree. We'll make sure that they get notified. Can you find the meeting place?

A: Yes, I know how to get there on my own.

B: Great! We will send you all the details later. Looking forward to meeting with you!

3

A: When could we meet to discuss the project?

B: I will be available on Monday or Tuesday. Choose which day is best for you.

A: I prefer Monday.

B: Good. Can you come in the morning or would afternoon be best?

A: Either one is OK.

B: Great! When I check with the others, I will send you an exact time. When you come, be prepared to do your presentation.

A: I will be prepared to do my presentation.

B: Who would you like to see there? Just the sub-committee or should we ask the whole committee?

A: Everyone needs to be there.

B: That will probably be best. Do you need help with directions?

A: I think I know where it is. Maybe you could send me directions just to make sure.

B: OK. We will e-mail you all the information you need tomorrow. Have a good day!

4

Michelle:	Mr Hibberd’s office!
Peter:	Hello, can I speak to Brian Hibberd, please?
Michelle:	I’m afraid he’s in a meeting until lunchtime. Can I take a message?
Peter:	Well, I’d like to arrange an appointment to see him, please.   It’s Peter Jefferson here.
Michelle:	Could you hold on for a minute, Mr Jefferson. I’ll just look in the diary. So when’s convenient for you?
Peter:	Some time next week if possible. I gather he’s away the following week.
Michelle:	Yes, that’s right, he’s on holiday for a fortnight.
Peter:	Well, I need to see him before he goes away. So would next Wednesday be okay?
Michelle:	Wednesday . let me see . he's out of the office all morning. But he's free in the afternoon, after about three.
Peter:	Three o'clock is difficult. But I could make it after four.
Michelle:	So shall we say 4.15 next Wednesday, in Mr Hibberd's office?
Peter:	Yes, that sounds fine. Thanks very much.
Michelle:	Okay, then. Bye.  Arrange An Appointment A letter should always include : 1.      Your address, phone number, email, and date (on the top right corner). 2.      The recipients name and address (underneath your details, on the left). 3.      To whom it may concern or Dear Mr./Mrs Smith or Dear Sir/Madam. 4.      Reason for writing the letter. I am writing to arrange an appointment with you in the upcoming week. 5.      Explain the reason for the appointment. The purpose of the  appointment is to discuss the promotion in the sales department, I would like to be considered for this promotion. 6.      Ask them to contact you whenever it is convenient for them . If you are interested in discussing the promotion further with me, please tell me a time that it is convenient. I am very excited about this new opportunity. 7.      Ending. Thank you for your time. I am looking forward to hearing from you and arranging a meeting. Yours Sincerely/Faithfully.