Business English: Making Appointments

How do you write an appointment email?

Being able to make, change and cancel appointments is an important skill in business English. Here are some expressions you can use in an email to do this concisely and clearly.

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...?
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)?

Saying a time is not convenient

(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.

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

(neutral)
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?

Apologising

(formal)
I apologise for any inconvenience.

(informal)
I'm sorry about cancelling.

Asking for confirmation

(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?

Writing to someone you don't know

If you don't know the person, you'll need to give some background information about yourself or your company.

I am... and I would be interested to meet you to discuss...

I would be grateful if you could indicate a convenient time to meet during this week.

I look forward to hearing from you.

Need to change an appointment on the phone?

See our page on making appointments

57 thoughts on “Business English: Making Appointments

  1. Joe

    Can I say the following in my formal email:

    We are available on the following time slots, please let me know which one works for you, if not, please suggest when does it suites you.
    Thanks

  2. Clare Post author

    You can say this:

    We are available at the following time slots. Please let me know which one works for you, but if none are suitable, please suggest a convenient time to meet.

  3. Clare Post author

    It depends how formal your email is. You could write something like
    Dear (name)
    Would you be free on (date) to discuss (subject of meeting)?
    Or
    I'd like to organise a meeting on (subject) with (our sales team / our head of Production, etc). Would you be available on (day)?
    Look forward to hearing from you

  4. Clare Post author

    "Please could you let me know your availability for interview?" Or "Please let me know when you would be available for interview". Even "Please could you indicate your available time slots".

  5. vijay

    How to write an email to a client requesting his time slots. Need to book in advance like two to three weeks before?

  6. Clare Post author

    "Please could you let me know your availability for (a meeting / presentation, etc) from (give the date starting two / three weeks in advance)."

  7. Garnik

    Very helpful and useful expressions in how to reply or respond in business emails.

  8. Mohammad

    Hi,.can we write like this
    Please would let us know available time slots in this month so that we may arrange our delivery to you accordingly

    Thanks

  9. Mohammad

    How to ask for time slot from customer i,is it ok?

    Could you please send me your available?time slots do that we may deliver our product accordingly?

    Thx in advance

  10. Tiffanie

    I'm a native English Speaker and found your list of business phrases to be incredibly helpful. Thank you!

Comments are closed.