How to Make a Business Appointment in English

Making a business appointment in English can feel challenging, especially if English is not your first language or if you’re new to professional settings.

However, with some preparation and practice, you can confidently schedule meetings, whether by phone, email, or in person.

I will walk you through the steps to make a business appointment in English, using simple language and practical tips to help you succeed.

Table of Contents

Why Making Business Appointments Matters

In business, scheduling appointments is a key part of building relationships, discussing opportunities, and getting work done. A well-planned appointment shows professionalism, respect for others’ time, and good communication skills. Whether you’re meeting a client, a colleague, or a potential partner, knowing how to arrange a meeting in English can make a big difference.

I will cover:

Preparing to make an appointment
Writing an email to request a meeting
Making a phone call to schedule an appointment
Following up and confirming the appointment
Handling common challenges
Useful phrases and examples

Let’s get started!

Step 1: Prepare Before You Reach Out

Before you contact someone to schedule a meeting, take a moment to prepare. Good preparation makes the process smoother and helps you sound confident.

Know Your Purpose

Be clear about why you want to meet. Are you discussing a new project? Following up on a previous conversation? Selling a product or service? Knowing your goal helps you explain the reason for the meeting clearly.

Example: If you’re a salesperson, your purpose might be to pitch a product to a potential client. If you’re a job seeker, you might want to schedule an informational interview.

Check Your Availability

Look at your calendar to find times when you’re free. This makes it easier to suggest specific dates and times for the meeting. Be ready to offer a few options to accommodate the other person’s schedule.

Tip: If you’re in different time zones, mention this and suggest times that work for both of you. You can use tools like World Time Buddy to check time differences.

Gather Contact Information

Make sure you have the correct name, email address, or phone number of the person you’re contacting. Double-check their title (e.g., Mr., Ms., Dr.) and how to spell their name to show respect.

Decide on the Method

Choose whether to make the appointment by email, phone, or another method. Email is common for professional settings because it allows the other person to respond at their convenience. Phone calls are useful when you need a quick answer or want to build a personal connection.

Step 2: Writing an Email to Request a Meeting

Email is a popular way to schedule business appointments. It’s professional, and you can take your time to write a clear message. Here’s how to write a simple and polite email.

Subject Line

Use a clear and specific subject line so the recipient knows what the email is about. Examples:

Request for Meeting on [Topic]
Scheduling a Business Appointment
Meeting to Discuss [Project Name]

Greeting

Start with a polite greeting. Use the person’s title and last name unless you know them well.

Dear Mr. Smith,
Hello Ms. Johnson,

Introduce Yourself

Briefly say who you are, especially if the person doesn’t know you. Mention your company or role if relevant.

My name is Anna Lee, and I’m a project manager at XYZ Company.

State the Purpose

Explain why you want to meet. Keep it short and clear.

I’d like to meet to discuss a potential partnership between our companies.
I’m reaching out to schedule a meeting about our new software product.

Suggest a Time and Date

Offer specific times and dates for the meeting. Include a few options to make it easier for the other person.

Are you available for a 30-minute meeting on Monday, June 2, at 10 AM or Wednesday, June 4, at 2 PM?
I’m happy to meet next week at a time that suits you. Would Tuesday or Thursday morning work?

Mention the Meeting Format

Say whether the meeting will be in person, over the phone, or via video call (e.g., Zoom, Microsoft Teams). If it’s in person, include the location.

I’d be happy to meet at your office or via Zoom, whichever you prefer.

Close Politely

End with a polite closing and your contact information.

Thank you for your time. Please let me know what works for you.
I look forward to hearing from you.
Best regards,
Anna Lee
Project Manager, XYZ Company
Phone: (123) 456-7890

Sample Email

Here’s an example of a complete email:

Subject: Request for Meeting to Discuss Marketing Collaboration
Dear Ms. Carter,

My name is John Kim, and I’m the marketing coordinator at Creative Solutions. I’m reaching out to schedule a meeting to discuss a potential collaboration between our companies for an upcoming campaign.

Would you be available for a 30-minute video call next week? I’m free on Monday, June 2, at 10 AM or Tuesday, June 3, at 3 PM. Please let me know if these times work or suggest another time that suits you.

Thank you for your time, and I look forward to your response.

Best regards,
John Kim
Marketing Coordinator, Creative Solutions
Phone: (123) 456-7890

Step 3: Making a Phone Call to Schedule an Appointment

If you’re scheduling by phone, you’ll need to speak clearly and confidently. Here’s how to do it.

Prepare a Script

Write down what you want to say to avoid forgetting key points. Include:

Your name and company
The purpose of the meeting
Suggested dates and times
The meeting format (phone, video, or in person)

Practice Speaking

Practice your script out loud to sound natural. Speak slowly and clearly, especially if English is not your first language.

Make the Call

When you call, be polite and professional. Here’s an example of what to say:

You: Hello, this is John Kim from Creative Solutions. May I speak with Ms. Carter, please?
Receptionist: One moment, please.
Ms. Carter: Hello, this is Sarah Carter.
You: Hi, Ms. Carter. My name is John Kim, and I’m the marketing coordinator at Creative Solutions. I’m calling to schedule a meeting to discuss a potential collaboration for our upcoming campaign. Would you be available for a 30-minute video call next week, perhaps on Monday at 10 AM or Tuesday at 3 PM?
Ms. Carter: Tuesday at 3 PM works for me.
You: Great! I’ll send a calendar invite for a Zoom call on Tuesday, June 3, at 3 PM. Thank you, and I look forward to speaking with you then.

Tips for Phone Calls

Smile while speaking—it makes your voice sound friendly.
Listen carefully to the other person’s response.
Take notes to remember the agreed time and details.
If you reach voicemail, leave a short, clear message with your name, purpose, and contact information.

Step 4: Follow Up and Confirm

After scheduling the appointment, confirm the details to avoid confusion.

Send a Confirmation Email

If you agreed on a time, send a short email to confirm. Include the date, time, format, and any additional details (e.g., Zoom link or meeting address).

Subject: Confirmation of Meeting on June 3
Dear Ms. Carter,
Thank you for agreeing to meet on Tuesday, June 3, at 3 PM via Zoom. I’ve attached a calendar invite with the meeting details. Please let me know if anything changes.
Best regards,
John Kim

Use Calendar Invites

If you’re using tools like Google Calendar or Outlook, send a calendar invite to make it easy for both parties to track the meeting.

Follow Up if Needed

If you don’t hear back after sending an email, wait 2–3 days and send a polite follow-up:

Subject: Follow-Up on Meeting Request

Dear Ms. Carter,

I’m just following up on my email from [date]. I’d love to schedule a meeting to discuss [topic]. Please let me know a convenient time for you.

Best regards,
John Kim

Step 5: Handling Common Challenges

Sometimes, things don’t go as planned. Here’s how to handle common issues:

The Person Is Too Busy

If they say they’re unavailable, ask for a time that works for them.

I understand you have a busy schedule. Could you suggest a time that’s convenient for you?

Language Barriers

If you’re nervous about speaking English, practice key phrases and keep your message simple. If needed, say:

English is not my first language, so please let me know if I need to clarify anything.

Last-Minute Changes

If you or the other person needs to reschedule, be flexible and suggest new times promptly.

I’m sorry, but I need to reschedule our meeting. Are you available on [new date/time]?

Useful Phrases for Business Appointments

Here are some simple phrases you can use:

Requesting a Meeting:

I’d like to schedule a meeting to discuss…
Could we set up a time to talk about…?
Are you available for a quick call next week?

Suggesting Times:

Would [day/time] work for you?
I’m free on [day] at [time]. Does that suit you?
Please let me know a convenient time for you.

Confirming:

Thank you for agreeing to meet on [date/time].
I’ll send a calendar invite to confirm.
Looking forward to our meeting on [date].

Polite Closings:

Thank you for your time.
I appreciate your response.
Please feel free to contact me if you have any questions.

Final Tips for Success

Be Polite: Always use polite words like “please” and “thank you.”
Be Clear: State your purpose and suggested times clearly.
Be Flexible: Offer multiple options for dates and times.
Practice: Rehearse your email or phone script to feel confident.
Follow Up: Confirm the meeting and send reminders if needed.

Conclusion

Making a business appointment in English doesn’t have to be difficult. With preparation, clear communication, and a polite tone, you can schedule meetings confidently. Whether you’re using email or a phone call, focus on being professional and respectful. Practice the phrases and steps in this guide, and you’ll be ready to set up successful business appointments in no time.

If you have more questions or need help with specific situations, feel free to practice your English phrases or ask for feedback.

Good luck with your next business appointment!