When you are making an appointment, be sure to include the following: reason, date, time, and location. If you’d like to meet with a group of people, be sure to add that information as well. Also, to be respectful of people’s time, include the anticipated length of the meeting.

Asking for the appointment

I would like to schedule an appointment with you to discuss our new marketing proposal.
Can we meet to talk about a new client I’d like to pursue?
I’d like to meet with you to discuss my contribution to this company.

Giving the time, date, and location

Can you meet on Wednesday or Thursday?
How about Tuesday?
Are you available to meet on Friday morning?

Are you available at 10 am?
Can you meet at 10 am?
How about 10 am?

I’d like to meet in your office.
Let’s meet in Conference Room A.
Let’s meet over lunch.

Other attendees

John and Larry will also be there.
Mr. Jones and Ms. Wilson will also be in attendance.

Meeting length

The meeting should take about an hour.
Please set aside two hours for the meeting.
The meeting shouldn’t last longer than 30 minutes.

Sample conversations

Semi-formal

Bob: I’d like to meet with you to talk about our new project.  Can you meet on Monday or Tuesday?
Jim: Sure, Bob. We can do it on Monday. What time?
Bob: How about 10 am. Will that work for you?
Jim: Sure. Do you want me to come to your office?
Bob: No, let’s meet in your office.
Jim: Will anyone else be there?
Bob: Yeah. Kim and Tom will be there. The meeting should last about an hour.
Jim: Okay. I’ll see you then.
Bob: Thanks.

Formal

Bob: I would like to schedule an appointment with you to discuss our new project.  Are you available on Monday or Tuesday?
Jim: Yes. I am available on Monday. What time would you like to meet?
Bob: I would like to meet at 10 am.
Jim: Would you like to meet in your office?
Bob: No, I would prefer to meet in your office.
Jim: Will anyone else be in attendance?
Bob: Yes. Kim Smith and Tom Harris will be in attendance. Please set aside one hour for the meeting.
Jim: Okay. I will see you then.
Bob: Thank you.

Leave a Comment

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s