Do you know how to make an appointment in English yet? If not, let's learn through this article!
For those of you who are businessmen, entrepreneurs, consultants, office workers, and other professionals who are closely related to business interests, you must be familiar with the term "making an appointment" or making an appointment. Whether it's an appointment with a client, supplier, customer, etc.
Not only that, but appointments also apply to set agendas or other important activities, such as job interviews, doctor visits, passport and visa applications, and so on.
Well, you know what? Making appointments-including changing or canceling them-is one of the important skills we have to master, you know. why? For some people, a meeting must be set on an agenda to avoid timing errors or to avoid wasted time because no clear appointments have been made beforehand.
Hmm, why do you have to use English? As we know, currently we live in a global era. This means that we have the potential to get acquainted, establish relationships, and even make appointments with many people from abroad. It doesn't even rule out the possibility that one day you will have clients from abroad and have to set up appointments for online meetings. Who knows?
- Also read: List of 15 Education Campus Study Online
Therefore, come on, see the explanation regarding how to make an appointment in English and examples of conversations in this article!
How to Make an Appointment in English
1. Greetings (greeting the other person)
To make an appointment, you first need to greet the other person in a friendly and polite manner. Open the conversation with a warm greeting so that the conversation can sound comfortable and convincing to the other person's ear. Don't forget to adjust the greeting with the atmosphere, circumstances, and who we are talking to.
2. Introduce Yourself
If you want to make an agreement on behalf of a company, on behalf of someone else, or want to set up an appointment with someone you don't know, don't forget to introduce yourself first. Make sure that the person you are going to meet already knows you well!
3. Express your purpose
After the introduction, you can convey what your goals are to the person you are talking to, which is to make an appointment. Example:
- Good morning. This is Diamond Aulia. I'm calling on behalf of Dr. Adams and would like to arrange an appointment with Mr. Edward Cullen. (Good morning. This is Intan Aulia. I am calling on behalf of Dr. Adams and would like to make an appointment with Mr. Edward Cullen.)
- Hello, this is Marsha. I am calling from Ruangraya.com and would like to set up an interview with you (Hello, this is Marsha. I'm calling from Ruangraya.com and would like to set up interview with you.)
4. Asking for a time
Before determining or agreeing on a schedule, of course you need to ask about the availability of the people you want to meet. In this case, we need to find out when they have free time in between their busy lives. Here are some examples of the question format:
- When are you free?
- When would you have time?
- When do you have time?
- When would it suit you?
- When are you available?
The questions above are "open questions," allowing your partner to answer according to the agenda they already have. However, if the person you are going to has a fairly busy schedule, or you have an important and urgent discussion, then it's a good idea to immediately suggest a meeting time. Example:
- Could we meet sometime next week to talk about your application?
- What/How about Monday?
- How to say Monday sound?
- Can you do Monday?
- (How) Does Monday work/look for you?
5. Don't Forget to Say Thanks
If the person you are addressing has taken the time to schedule a meeting with you, don't forget to say thank you. Not only that, but if in the end the appointment made has a schedule change, is uncertain, or is still in the confirmation stage, at least they have worked it out for you.
Things to Look For in an Appointment in English
Next, we will discuss some examples of sentences that are commonly used when making appointments. Come on, scroll down!
1. Asking for an appointment
If you are in a formal situation, you can use the following examples:
- I would like to make an appointment with the lecturer to discuss something. (I want to make an appointment with the lecturer to discuss something.)
- Would it be possible to meet up at your / our offices to discuss …? (Is it possible to meet at your/our office to discuss?)
So, to arrange an appointment that tends to be formal, you can say a few sentences below:
- Can we meet on Tuesday? (Can we meet on Tuesday?)
- Would you be available on Friday? (Will you be available on Friday?)
Of course, you can change the specific time of day according to your needs.
2. Agree with the Appointment
If you want to agree to an appointment to meet, here are examples of phrases you can use:
Formal:
- I'd be available to discuss…. on (date) at (time and place). (I am willing to discuss…. on (date) at (time and place))
- I would be available at that time. (I will be available at that time. I will come to the meeting.)
On the other hand, for informal situations, here are examples of sentences:
- Friday suits me just fine. See you. (Friday suits me. Bye.)
- This Friday would be perfect, I'll be there. (This Friday will be perfect, I'll be there.)
3. Arrange the Time
In this case, the time in question is the specific time. what phrases are used in arranging the appointment?
Formal:
- What sort of time would suit you? Is it good around 8.30 in the morning? (What kind of time works for you? Is it good around 8.30am?)
- Casual/Informal: How does 12.30 sound to you? (What do you think about 12.30?)
4. Saying No and Making a New Suggestion
If you are talking to someone in a formal situation, you can decline and suggest meeting at another time in the following ways:
- Unfortunately, I will be away on business during the week of August 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. (Unfortunately, I'll be away on business during the week of August 6 – 11, so I won't be able to see you then. However, if you're available the following week, I'd be more than happy to set up a meeting with you.)
- I will be out of town next Sunday, but I will be available on Monday in the afternoon. (I'll be out of town next Sunday, but I'll be available Monday afternoon.)
Meanwhile, this sentence is suitable for non-formal situations:
- No, I'm sorry, Wednesday doesn't work for me. I can't attend. But how does Monday look for you? (No, I'm sorry, Wednesday doesn't work for me. I can't make it. But how's Monday for you?)
- I'm sorry, but that's not going to work. I already have another appointment then. What about Mondays (Sorry, but that won't work. I already have other appointments by then. How about Monday?)
5. Rejecting Inconvenient Times
This rejection usually comes from several people who are indeed very difficult to meet with a busy schedule. If you want to decline an appointment, an example is as follows:
- I won't be available all next week. I'll be on…… (eg vacation)
- I think I can't on Thursday. I'm very busy. I'll go to… (eg Bandung)
6. Canceling/Rescheduling an Appointment
If you want to cancel an appointment, make sure you have a clear reason and make sense, so it doesn't seem to be harming other people (people who have been invited to meet). Also, don't forget to apologize! Here's an example sentence:
Formal:
- Would it be possible to schedule a meeting for another? I have a sudden change of plan for this weekend. (Is it possible to schedule a meeting for another one? I suddenly changed my plans for this weekend.)
- Casual: I'm sorry about canceling our meeting, can we fix another time to meet? (Sorry I canceled our meeting, can we arrange a time to meet again?)
Confirm the Meeting
Next, after you have discussed and determined a time to meet, it's time to reconfirm the appointment. You can use some of the following phrases:
- Formal: Please confirm/let me know if this date and time are convenient for you. (Please confirm/let me know if this date and time works for you.)
- Informal: Confirmed on Monday, right? I'll come to the meeting on time. (Confirmed on Monday, right? I'll be at the meeting on time.)
Example of Conversation/Dialogue Making Appointments in English
So that your understanding of how to make an appointment in English is getting better, you can pay attention to some examples of conversations or dialogues!
Conversation Make an Appointment with a Doctor
A: Hi, this is Laras Cemile calling on behalf of my mother Gloria. I'd like to make an appointment with Dr. Mark next week. Mornings are the best if you have any availability.
B: Sure, Dr. Mark has an opening on Wednesday morning at 10 am
A: Unfortunately, Wednesday isn't good for my mom. She will be out of town to meet her sister.
B: No worries, how about Tuesday at the same time?
A: That's perfect. So to confirm, is next Tuesday at 10 am?
B: Yes, Tuesday at 10 am Could I have your email address or phone number so our system can send a reminder?
A: Of course! It's 666-0189.
B: Thank you, you'll receive a reminder a day before the appointment, and we'll see you Tuesday at 10 am
A: Thank you very much. have a good day.
B: You too. goodbye.
A: Bye.
Conversation Making Appointments for Business Meetings
A: Hi, this is Jason Statham calling for Mary Barra. Is she available?
B: Yes, this is Mary. Who's speaking?
A: Good morning Mary. I'm the new account manager handling your department's shipping and receiving, and I would like to make an appointment with you to review your ordering list. Do you have 20 minutes on Tuesday next week for me to introduce myself and go over a couple of your orders?
B: I'm sorry, but that's not going to work. I already have another appointment then. What about Mondays?
A: It sounds good. What sort of time would suit you? Is it good around 8.30 in the morning?
B: I appreciate it. Mornings are better for me.
A: Great, so to confirm, Monday the 21st at 8.30 am?
B: Yep, that's great.
A: Great, thank you. I'll send you a good place via text.
B: Thank you very much.
A: No problem. thank you
B: Goodbye.
A: Bye.
Conversation Schedule an Interview
A: Good morning! I would like to speak to Jem, please.
B: Speaking.
A: Hello, this is Fara. I am calling from Alibibi.com and would like to set up an interview with you. Would you be available on Tuesday?
B: Ah, yes. It sounds great. But unfortunately, I will be out of town on Tuesday, but I will be available on Friday in the afternoon. Do I still have a chance?
A: No worries, it's still good. How does 12.30 pm sound to you?
B: Ah, yes. Friday at 12.30 pm suits me just fine.
A: Good. I'll send the formal invitation and the interview regulations to your email.
B: Thank you very much. See you then.
A: Anytime.
Finally, a discussion about appointments in English, starting from how to create, how to change, how to cancel, and examples of conversations, ends here.
Even though you already know the ins and outs of appointments in English, you still have to remember that other things are more important, namely the attitude we give to the person being addressed.
If you have an appointment, don't forget to fulfill it by arriving on time. If there are changes, try to inform your colleagues. Say "no" to harming and wasting other people's time! OK?
Last but not least, so that your journey in the business world or career goes more smoothly, you can continue to develop your skills and add advanced English vocabulary through the Professional English Academy class! In the Professional class, you will learn how to communicate effectively in business, how to speak good English for a leader, and much more!
