Making appointment
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This document provides guidance on how to make, confirm, cancel, and reschedule appointments in English. It includes sample dialogues for requesting or making an appointment, responding to a request, confirming or agreeing on details, disagreeing and proposing alternatives, and canceling or changing an appointment. Examples are provided for each case. The document concludes with instructions for a role play activity where the reader takes on the role of a sales representative scheduling meetings with managers in Europe.
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Making appointment
- 1. By: Rowena L. Rosalejos Faculty of Humanities and Social Sciences Foreign Languages Department Sakon Nakhon Rajabhat University
- 2. Introduction Being able to arrange an appointment is an important skill in English. Students need to be able to:
- 3. How to make an appointment ? Request or make an appointment. ? Respond to the request. ? Confirm or agree on time and place. ? Disagree on time and place ? Cancel an appointment ? Change or reschedule an agreed appointment
- 4. The sentence structure Are you available on ¡ available next ¡ free on ¡ free next ¡ Can we have a meeting on.. have a meeting next.. meet on ¡ meet next¡ fix an appointment on ¡ fix an appointment next ¡ Will it be convenient for you if we can meet on¡ Is it okay with you if we can meet next¡
- 5. The sentence structure (2) I would like to¡ fix/make an appointment with you I like¡ on/next¡ I¡¯d like to¡ May I see you on¡/next¡. meet with you on¡/next¡ drop by your office on¡/next¡ May/ Can I expect you at ¡. /on¡/next ¡. Do you have any plans on¡/next¡
- 6. Examples: ? I¡¯d like to fix an appointment with you. ? May I make an appointment with you? ? Do you have any plans for this Sunday? ? I wonder whether you could spare me an hour this afternoon. ? Will it be convenient if I drop by today? ? I want to meet you. Are you free this afternoon? ? May I expect you at noon? ? Are you available on the 16th? ? Are you available next Wednesday? ? Can we meet on the 25th of December? ? Can we meet next month?
- 7. Examples ? Ok, I¡¯ll be free all Wednesday afternoon. ? Yes, I am free on¡/next¡ ? Yes, I am free on¡/next.. ? All right, what time shall we make it? ? Yes, I¡¯m free then. ? No, not yet. What¡¯s up? ? Sorry, I¡¯m not free. I will have a meeting. ? Let me see. Today is not so good. / Today won¡¯t do. / Today is a bit of problem, I¡¯m afraid. ? Sorry, I¡¯m being pressed for time. ? Sorry, I won¡¯t be back until next Tuesday. ? I¡¯m afraid, not in the morning/ afternoon/ today. ? Sorry, but that¡¯s taken too. / I am engaged at that time. / I have got another appointment. ? Sorry, I am ( He is) not available before 7:00 p.m.
- 8. Confirming or Agreeing on time and/or place ? Yes, this afternoon is perfect. ? Okay. I will see you next week at around 3 P.M. ? Sure, you may come meet me at the office. ? Yes, Thursday is fine. ? Friday would be nice to meet. ? You are most welcome to come at your convenience. ? All right. I¡¯ll see you there. ? I¡¯ll be there at U-Hotel at 7P.M. ? I¡¯ll wait for you there. ? It¡¯s a deal. ? No, problem. I am free on that day.
- 9. Disagreeing on time and/or place and suggesting another date and place ? I¡¯m sorry I can¡¯t on the 9th. How about the 12th? ? I¡¯m sorry I am not free on that day but I will be the next day. ? Ah, Wednesday is going to be a little difficult for me. I¡¯d much prefer Friday if it¡¯s alright with you. ? I can¡¯t make it at that time. Suppose I come over at 3 tomorrow afternoon? ? How about meeting you at 5p.m.today at the lobby? ? I really don¡¯t think I can make it on the 16th. Can we meet upon the 19th? ? I am very sorry but I have arranged another meeting on that day. ? I wish I could, but, I have to be away on that day.
- 10. ? Let me see. Today is not so good. / Today won¡¯t do. / Today is a bit of problem, I¡¯m afraid. ? Sorry, I¡¯m being pressed for time. ? Sorry, I won¡¯t be back until next Tuesday. ? I¡¯m afraid, not in the morning/ afternoon/ today. ? Sorry, but that¡¯s taken too. / ? So sorry I am engaged at that time. / ? What a pity I have got another appointment. ? Sorry, I am ( He is) not available before 7:00 p.m.
- 11. 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.
- 12. Changing and rescheduling an appointment ? Something has come up. Could you tell me when you¡¯ll be free? ? When do you have time? ? What time am I supposed to be here? ? We need to move our appointment from morning to afternoon on the 16th. Will this be alright? ? Since it is a holiday on Monday next week, maybe, we can meet the day after on Tuesday, same time and place. ? I would like to change our appointment to the 20th from the 15th because I would still be away and will only go back to the office on the 19th.
- 13. ? Role Play You are making an appointment with your colleague for a meeting to discuss an important operation. Set the time and place.
- 14. ?Roger is a sales Rep. in Aguilar Glass in Manila. The company sells the high-quality glassware for domestic and decorative use. Roger is keen to develop the company products to Europe. He wants to visit the managers of three large supermarkets in Europe. They are Mr. Thatcher from Sainsbury in London, Ms. White from CWS Ltd in Paris, and Ms Roberts from TCL Ltd in Germany. He will stay in Europe for one week from April. 6th to the 12th.
- 15. ?Roger is planning to visit Mr. Thatcher on the 7th, Ms. White on 9th. , and Ms. Robertson on the 8th. And her flight back to Beijing will leave at 7p.m. from Paris. ?But Mr. Thatcher will be in Paris and won¡¯t be back until 9th. Ms. White will be free only on the 7th and 8th. Ms. Robertson will be available on the 7th and 10th. ?Now you are Roger. Make phone calls to make suitable arrangements.