(formal situations)
I would like to arrange an appointment to discuss.
Please would you indicate a suitable time and place to meet?
(neutral)
Would it be possible to meet on (date) at your / our offices to discuss?
(informal)
Can we meet (up) to talk about?
Suggesting a time
(neutral)
Would Tuesday suit you?
Would you be available on Tuesday?
(informal)
What about?
Let's say
Agreeing to an appointment
(formal)
Thank you for your email. I would be available to discuss. on (date) at (time
and place).
(neutral / informal)
Tuesday sounds fine. Shall we say around (time) at (place)?
(formal)
Unfortunately, I will be away on business during the week of July 6 11, so I
will be unable to meet you then. However, if you were available in the following
week, I would be glad to arrange a meeting with you.
I will be out of the office on Wednesday and Thursday, but I will be available on
Friday afternoon.
Cancelling an appointment
(formal)
Unfortunately, due to some unforeseen business, I will be unable to keep our
appointment for tomorrow afternoon.
(neutral)
Im afraid that I have to cancel our meeting on Wednesday, as something
unexpected has come up.
Apologising
(formal)
I apologise for any inconvenience.
(informal)
I'm sorry about cancelling.
(neutral)
Please confirm if this date and time is suitable / convenient for you.
(informal)
Can you let me know if this is OK for you?
If you don't know the person, you'll need to give some background information
about yourself or your company.
I would be grateful if you could indicate a convenient time to meet during this
week.
Asking to meet
Agreeing on a date
"Ah, Wednesday is going to be a little difficult. I'd much prefer Friday, if that's
alright with you."
"I really don't think I can on the 17th. Can we meet up on the 19th?"
Setting a time
"You know we were going to meet next Friday? Well, I'm very sorry, but
something urgent has come up."
"I'm afraid that I'm not going to be able to meet you after all. Can we fix
another time?"
"Something has just cropped up and I won't be able to meet you this afternoon.
Can we make another time?"
Can we leave it open(decide not to fix a day) for the time being?
Requesting an Appointment
Thats fine.
Rejecting a Time/Date:
make an appointment,
cancel an appointment.
Here are some expressions you can use to do this concisely and clearly.
Asking to meet:
Examples:
Responding to an appointment:
.... suits me
would be perfect.
Examples:
"Ah, Wednesday is going to be a little difficult. I'd much prefer Friday, if that's
alright with you."
"I really don't think I can on the 17th. Can we meet up on the 19th?
Cancelling an appointment
You know we were going to meet next Friday? Well, I'm very sorry, but
something urgent has come up.
I'm afraid that I'm not going to be able to meet you after all. Can we fix another
time?
Asking for an appointment
(formal situations)
I would like to arrange an appointment to discuss.
Please would you indicate a suitable time and place to meet?
(neutral)
Would it be possible to meet on (date) at your / our offices to discuss?
(informal)
Can we meet (up) to talk about?
Suggesting a time
(neutral)
Would Tuesday suit you?
Would you be available on Tuesday?
(informal)
What about?
Lets say
Agreeing to an appointment
(formal)
Thank you for your email. I would be available to discuss. on (date) at (time
and place)
(neutral / informal)
Tuesday sounds fine. Shall we say around (time) at (place)?
(formal)
Unfortunately, I will be away on business during the week of July 6 11, so I
will be unable to meet you then. However, if you were available in the following
week, I would be glad to arrange a meeting with you.
I will be out of the office on Wednesday and Thursday, but I will be available on
Friday afternoon.
Cancelling an appointment
(formal)
Unfortunately, due to some unforeseen business, I will be unable to keep our
appointment for tomorrow afternoon.
(neutral)
Im afraid that I have to cancel our meeting on Wednesday, as something
unexpected has come up.
Apologising
Please confirm if this date and time is suitable / convenient for you. (neutral)
Can you let me know if this is OK for you? (informal)
If you dont know the person, youll need to give some background information
about yourself or your company.
I would be grateful if you could indicate a convenient time to meet during this
week.
You can start making polite statements requesting for an appointment with the
following:
(Suggesting a Time/Date)
(Rejecting a Time/Date)
(Agreeing to a Time/Date)
Making appointments
Before you can meet people, you will usually need to set a date and time. While
making appointments, you should opt for a time convenient for both of you.
Here are a few phrases that you can use while asking people to meet.
Agreeing on a date
Here are a few phrases that you can use to suggest a different date for the
meeting.
Im afraid I cant make it on the 16th. Can we meet on the 17th or 18th?
Monday isnt quite convenient for me. Could we meet on Tuesday instead?
You know we had agreed to meet on the 15th? Well, Im really sorry. I cant
make it after all. Some urgent business has come up. Can we fix another date?
Some urgent business has suddenly cropped up and I wont be able to meet you
tomorrow. Can we fix another time?
REQUESTING SOMETHING
REQUESTING A QUOTE
CONFIRMING
I just wanted to
THANKING
CONGRATULATING
birthday / anniversary
INVITING
MAKING AN APPOINTMENT
Would you like to get together for lunch / coffee / dinner to discuss
this in person?
Unfortunately
COMPLAINING
I am (deeply) disspointed in
APOLOGIZING
Sorry about
Ejemplos:
He'll be in on Tuesday
Formal situations
I would like to arrange an appointment to discuss....
Please would you indicate a suitable time and place to meet?
Neutral
Would it be possible to meet on (date) at your / our offices to discuss...?
Informal
Can we meet (up) to talk about...?
Requesting an appointment
Are you
Can we
I would like to
Canceling an appointment
Sorry, can we make some other time because I really need to finish something
at the office?
I am sorry I have to cancel our appointment. We have to make it some other
time when I have the time.
Could we meet another time because I am too busy right now?
Would you prefer some other time. Is that all right? I need to catch a flight to
Chiang Mai now.
I have something urgent tomorrow, so the appointment will have to be
canceled.
Let's postpone our appointment, if you don't mind.
I am writing in reference to . . .
Response to request
I enjoyed having lunch with you last week while I was in New York.
I am writing in regard to . . .
I am writing in reference to . . .
I hope you have had a chance to look over the materials we sent.
Sample Sentences: Confirmation
I am writing to confirm . . .
I am happy to inform
you that . . .
We would be happy to . . .
I really appreciate the help. / time / assistance / support youve given me.
I look forward to hearing from you soon / meeting you next Tuesday.
Should you need any further information, please do not hesitate to contact me.
Thank you for contacting us. -- If someone writes an email to ask for the service
of the company, you can use this sentence to start.
Thank you for your prompt reply. -- When a client or colleague replies your
email very fast, remember to thank him/her. If they don't reply in time, just
remove the prompt, You can say "Thank you for getting back to me".
Thank you for providing the requested information. -- If you ask somebody for
some information and he/she spends some time on finding the information, you
can use this sentence to thank him/her.
Thank you for all your assistance. -- If someone gives you some special help,
them you must thank them. If you want to express your special thanks, use " I
truly appreciate your help in resolving the problem" .
Thank you for your feedback --Even if someone gives some criticisms, you still
need to thank him/her.
At the end of an email : At the beginning of an email, you thank others for what
they did in the past. While at the end of the email, you thank others for what the
will do in the future.
Thank you for your kind cooperation. -- If you ask the reader for help.
1. Greeting message
2. Initiate a meeting
I suggest we have a call tonight at 9:30pm with you and Brown. Please let me
know if the time is okay for you and Brown.
I would like to hold a meeting in the afternoon about our development planning
for the project A
We'd like to have the meeting on Thu Oct 30. Same time
I want to talk to you over the phone regarding issues about report development
and the XXX project
Should you have any problem accessing the folders, please let me know
Thank you and look forward to having your opinion on the estimation and
schedule
4. Give feedback
5. Attachment
For other known issues related to individual features, please see attached
release notes
6 Point listing
Our team here reviewed the newest SCM policy and has following
concerns:1....2....
7. Raise question
8. Proposal
I suggest we can have weekly project meeting over the phone call in the near
future
I really appreciate the effort you all made for the sudden and tight project
10. Apology
I apologize for the late asking but we want to make sure the correctness of our
implementation ASAP
If you have asked someone for information, and they took the time to send it to
you, use this sentence to demonstrate that you value what theyve done. Again,
you can use about or regarding to refer to the specific information provided.
For example Thank you for the information about your current pricing.
If someone has gone out of their way to help you, thank them! If you want to
offer more specific recognition for what they have done, follow this sentence
with, I really appreciate your help in resolving the problem.
If you have asked someone for information, and they took the time to send it to
you, use this sentence to demonstrate that you value what theyve done. Again,
you can use about or regarding to refer to the specific information provided.
For example Thank you for the information about your current pricing.
If someone has gone out of their way to help you, thank them! If you want to
offer more specific recognition for what they have done, follow this sentence
with, I really appreciate your help in resolving the problem.
Even if a client or manager writes to express some concerns they have regarding
your work, you can still thank them. This shows that you value their input and
will take their concerns seriously. Alternatively, you may wish to use, Thank
you for your feedback.
While thank yous at the beginning of an email are typically written to thank the
reader for past actions, thank yous at the end of an email tend to imply you are
thanking the reader for a future action. By showing your appreciation in
advance, you are more likely to get a positive reaction.
If you need the reader to cooperate by assisting you with something, then thank
them in advance for their cooperation. You can add the expression in advance
to this sentence and say Thank you in advance for your cooperation.
Similar to above, this sentence implies that you would appreciate the readers
further assistance. This expression also shows that the request you have made
is important and that the reader should pay special attention to it.
If you are requesting a benefit or an opportunity, such as when you apply for a
new job, end your email with this sentence.
This sentence, which is used at the end, is a bit different from those above. Use
this if you have already thanked the reader at the beginning of the email, but
due to their great efforts, you wish to thank them again for their past actions.