Business English for Meetings

Scheduling a Meeting

Overview
When you want to schedule a meeting, make sure your message includes:

● A clear subject line

● A greeting
● Your purpose
● Meeting location and duration
● Possible dates and times
● A deadline
● Thanks and appreciation
● A closing

Subject Line Examples

● Please reply regarding the Thomas Brand meeting.
● Please respond about the Thomas Brand meeting.

Greeting Examples
● Hello,
● Hi,
● Hi everyone,
● All,
● Team,
● Dear Mark Evans,

Purpose Statement Examples

● I’m writing to set up a new meeting.
● I wanted to set up a new meeting.
● I wanted to touch base with you about setting up a new meeting.

Meeting Location and Duration

● We will meet in the blue conference room for an hour.
● We will meet by video conference for 30 minutes.
 ● (For hybrid meetings) We will meeting in the blue conference room for an hour,
and remote workers can call in.

Possible Dates and Times

● Below is a list of possible dates and times for the meeting.
● Please review the list of possible meeting dates and times
● For your convenience, I’ve included a list of possible meeting dates and times.

Deadline Examples
● Please let me know by Friday.
● Please confirm which days work for you by Thursday.
● Please reply by Wednesday if any of these days and times conflict with your
schedule.

Thanks & Appreciation Examples

● I’d really appreciate your…(help, input, feedback)
● Thanks in advance for your timely reply.
● Thanks in advance for your collaboration.

Closing Examples
● Best,
● All the best,
● Regards,
● Thanks,
● More formal options
○ Sincerely,
○ Best regards,