How to arrange meetings through email

Being able to make, change and cancel appointments through email is an important skill in business English. At TalkDoIt we give you some useful expressions you can use in an email to do this concisely and clearly.

Asking for an appointment

You can use the following expressions to ask for an appointment in formal situations.
I would like to arrange an appointment to discuss …
Please would you indicate a suitable time and place to meet?
Would it be possible for you to meet on (date) at your / our offices to discuss …?
Can we meet to talk about …?

Suggesting a time

Use one of the following phrases to suggest a time for your meeting.
Would you be available on Tuesday?
What about …?
Let’s say …

Agreeing to an appointment

Use some of the following expressions to agree on a day and time of a meeting.
Thank you for your email. I would be available to discuss … on (date) at (time and place).
Tuesday sounds fine. Shall we say around (time) at (place)?

Saying a time is not convenient

Unfortunately, I will be away on business during the week of (date) 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

Use the following expressions to cancel a meeting.
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 available to meet early next week?

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