#70 Adjusting Working Hours and Shifts｜English Business Phrases
Izumi English Morning
#86 Scheduling a Business Meeting｜English Business Phrases
Izumi
When arranging a business meeting or negotiation with a client, it is important to coordinate the schedule smoothly and professionally.
When setting a date in English, it is generally preferred not to impose specific dates unilaterally, but rather to confirm availability step by step while respecting the other party’s schedule.
In this article, I explain commonly used English expressions for scheduling a business meeting, along with practical conversation examples.
Contents
Dialogue
Thank you for your interest in our services. So, I’d like to discuss possible dates for our meeting.
Of course. When are you available?
We’re available on Tuesday or Thursday next week, preferably in the afternoon.
Thursday afternoon works well for me. What time were you thinking?
How about 3 p.m.? The meeting should take about an hour.
That works for me. Let’s schedule it for Thursday at 3 p.m.
1. Opening the Discussion About Scheduling
When initiating a conversation about scheduling a business meeting, you can begin with the following expression.
Example
- I’d like to discuss possible dates for our meeting.
The phrase “discuss possible dates” means “to talk over potential dates.”
By using “discuss,” I convey a cooperative attitude, suggesting that the schedule will be decided together rather than imposed unilaterally.
Related Expressions
- I’d like to arrange a meeting.
- I’d like to set up a meeting.
“Arrange a meeting” is slightly more formal and is often used in emails or when contacting someone for the first time.
“Set up a meeting” is more conversational and commonly used with internal teams or existing clients.
While “arrange” sounds more formal and “set up” slightly more casual, both are widely acceptable in business contexts.
2. Stating Your Availability
When coordinating schedules, it is common to first present your own availability.
Example
- We’re available on Tuesday or Thursday next week.
The expression “be available on ～” means “to be free” or “to be able to meet at a certain time.” It can be combined with dates, days of the week, or time periods.
Related Expressions
- We’re available on March 12th.
- We’re available in the afternoon.
- We’re available after 2 p.m.
If I want to express a preference without sounding too firm, I can add the following phrase:
Example
- preferably in the afternoon
Using “preferably” allows me to express a preference while leaving room for negotiation.
3. Confirming and Proposing a Time
Once the date is roughly decided, the next step is to confirm the specific time.
Example
- What time were you thinking?
This expression is suitable for business situations because it politely asks for the other person’s preference.
If I want to suggest a time myself, I can say:
Example
- How about 3 p.m.?
“How about ～?” is a common and polite way to make a proposal in business English, as it gives the other party the option to decline.
4. Indicating the Expected Duration
When scheduling a meeting, it is also helpful to mention the expected duration so the other party can plan accordingly.
Example
- The meeting should take about an hour.
The expression “should take ～” is used to indicate an estimate rather than a fixed duration.
Related Expressions
- It should take around 30 minutes.
- The discussion won’t take long.
- We expect the meeting to last about an hour.
Using the verb “last” focuses on how long the meeting will continue.
Summary
Key English Phrases
- I’d like to discuss possible dates.
→ An expression used to initiate schedule coordination for a business meeting. - We’re available on ～.
→ A phrase used to state your availability. - What time were you thinking? / How about ～?
→ Polite ways to confirm or propose a meeting time. - The meeting should take about ～.
→ An expression used to indicate the estimated duration of a meeting.
