#53 Scheduling a Meeting｜English Business Phrases

In business settings, scheduling meetings—both internally and externally—is a frequent and essential task.

When arranging a meeting in English, it is important to respect the other person’s schedule while clearly expressing your own availability.

In this article, I explain useful expressions for scheduling meetings in English, along with a conversation example to show how they are used in context.

Dialogue

A

Do you have a moment? I’d like to discuss the schedule for our next meeting.

B

Sure, what dates are you considering?

A

I was thinking sometime early next week. Would Monday or Tuesday work for you?

B

Monday morning is a bit tight, but Tuesday afternoon works for me.

A

How about 2 p.m. on Tuesday?

B

That works perfectly. I’ll add it to my calendar.

A

Thank you for adjusting your time.

1. Asking About Scheduling

When beginning a conversation about scheduling, it is better to start by clarifying what you want to discuss, rather than immediately listing possible dates.

This phrase, “I’d like to discuss ～”, is a polite way to introduce a topic in a business setting. It conveys a softer nuance than literally saying “I want to discuss” and is closer to “I’d like to talk about” or “I’d like to go over.”

To sound even more considerate, you can add:

This shows respect for the other person’s time.

2. Proposing Possible Dates

To make scheduling more efficient, it is helpful to offer a few candidate dates while asking for the other person’s availability.

The expression “work for you” means “to fit your schedule” or “to be convenient for you.” It is commonly used in business when coordinating dates.

While “Is Monday OK?” is understandable, it sounds slightly more casual. “Work for you” sounds more professional and is suitable for formal communication.

3. Stating What Works or Doesn’t Work

When explaining that a time is difficult, it is better to avoid direct phrases like “I can’t” or “It’s impossible.” Softer expressions sound more polite and professional.

The phrase “a bit tight” means that your schedule has little flexibility. It is a gentle way to indicate that the time is not ideal.

To accept a suggested time, you can say:

This alternative to simply saying “OK” sounds more natural and professional.

Using these softer expressions helps maintain positive relationships while communicating your availability clearly.

4. Suggesting a Specific Time

Once the date is set, the next step is to suggest a specific time.

“How about ～?” is a commonly used expression for making proposals. It strikes a good balance—neither too formal nor too casual—making it appropriate in business contexts.

When accepting a proposed time, you can respond:

Adding “perfectly” expresses a positive and cooperative tone.

Summary