Making a phone call to schedule a meeting in English can be challenging. Many people struggle with finding the right words, feeling confident, and ensuring their message is clear. You might worry about using the correct vocabulary, sounding professional, or handling unexpected questions. But don’t worry – we’ve got you covered. This guide will provide you with the essential vocabulary, phrases, and tips you need to make scheduling a meeting over the phone easy and stress-free.
Prepared with love by: My Personal English Coach
Greeting and Introduction
- Hello/Hi, this is [Your Name] from [Your Company]
- Good morning/ afternoon, I hope you’re well.
- I’m calling to schedule a meeting with [Name/Department].
Requesting a Meeting
- Could we arrange a meeting?
- I’d like to set up a meeting to discuss [topic].
- Is it possible to schedule a time to meet next week?
Proposing a Time
- How about [day] at [time]?
- Would [specific time and date] work for you?
- Are you available on [day] at [time]?
Confirming Details
- That works for me.
- Let’s pencil it in for [day] at [time].
- I’ll send a calendar invite shortly.
Closing the Call
- Thank you for your time.
- Looking forward to our meeting.
- Have a great day!
Verbs You’ll Need To Schedule a Meeting in English
- Schedule
- Availability
- Confirm
- Convenient
- Reschedule
- Proposal
- Postpone
- Prioritise
- Follow up
- Cordial
- Arrange or plan (an event or appointment) at a particular time.
- The state of being free to meet or engage in a particular activity.
- Make sure that something is definitely happening or true.
- Suitable for one’s needs; easy to use or access.
- Arrange for something to take place at a different time or date.
- A plan or suggestion put forward for consideration or discussion.
- Delay an event, appointment, or meeting to a later time or date.
- Determine the order of items or tasks based on their importance.
- Continue or pursue something to its completion or resolution.
- Polite and friendly in a formal way.
Phrasal Verbs You’ll Need To Speak About Schedules and Time:
- Set up – Arrange or organise something . Set up a meeting to discuss the project details.
- Touch base – Establish or renew contact with someone. Just touch base and see if you have questions or concerns.
- Fill in – Provide someone with necessary information. Fill me in on the progress of the latest proposal, please.
- Hang on – Wait for a short time. Hang on while I transfer your call to the right department.
- Break the ice – Initiate a conversation Let’s break the ice by discussing goals and expectations.
- Get back to – Return a phone call or reply to someone. I’ll review the information and get back to you soon.
- Look into – Investigate or examine something. I’ll look into the issue and provide a solution.
- Run late – Be delayed or behind schedule. Apologies for running late, I’ll be there shortly.
- Put off – Postpone or delay something. Meeting needs to be put off due to scheduling conflicts.
- Call off – Cancel something that was planned. She called the meeting off because she was sick.
10 Idioms For Calls With Clients With Examples
- Set up – Arrange or organise something Set up a meeting to discuss the project details.
- Touch base – Establish or renew contact with someone. Just touch base and see if you have questions or concerns.
- Fill in – Provide someone with necessary information. Fill me in on the progress of the latest proposal, please.
- Hang on – Wait for a short time. Hang on while I transfer your call to the right department.
- Get back to – Return a phone call or reply to someone. I’ll review the information and get back to you soon.
- Look into – Investigate or examine something. I’ll look into the issue and provide a solution.
- Run late – Be delayed or behind schedule. Apologies for running late, I’ll be there shortly.
- Put off – Postpone or delay something. Meeting needs to be put off due to scheduling conflicts.
- Call off – Cancel something that was planned. She called it off because she was sick.
- Break the ice – Initiate a conversation Let’s break the ice by discussing goals and expectations.
Conversation 1:
- Tell us about a time when you had to make an important phone call to schedule a meeting. How did you prepare for the call, and what strategies did you use to make a positive impression?
- Imagine that you’re calling a potential client whom you admire. How would you introduce yourself and your company in a way that reflects your enthusiasm and expertise?
- Can you share an experience when you had to clearly state the purpose of a phone call to a client? How did you ensure your message was effectively conveyed, and what was the outcome?
Round 2: Let’s Explore it!
- How do you gauge the best time and duration for the meeting during a phone call with a client?
- What techniques do you use to establish rapport and build a positive relationship with the client over the phone?
- How do you handle scheduling conflicts or difficulties when trying to find a mutually convenient time for the meeting?
Keywords:
- Gauge: to assess or determine.
- Rapport: a harmonious and positive connection or understanding between two individuals.
Let’s Role Play: Making a Phone Call to Schedule a Meeting with a Client
Characters:
- The Sales Representative – Mark / Mary
- Client – Mr. Johnson / Ms Johnson
Scenario: You have been assigned the task of scheduling a meeting with a potential client, Mr. Johnson, to discuss a new product your company is offering. You need to make a phone call to Mr. Johnson and convince him to schedule a meeting with you. The objective is to showcase your communication skills, build rapport, and successfully secure a meeting.
Instructions:
- Prepare a brief introduction about yourself and your company.
- Research and gather information about the client and their business to personalise the conversation.
- Demonstrate effective communication techniques, active listening, and adaptability to Mr. Johnson’s responses.
- Overcome any objections or hesitations expressed by Mr. Johnson.
- Clearly convey the benefits and value of scheduling a meeting with you.
- Aim to secure a specific date and time for the meeting that works for both parties.
- Maintain a friendly and professional tone throughout the conversation.
- After the role play, reflect on the strengths and areas for improvement in your communication approach.
After The Club: The Follow Up
Here is a great video we recommend as the Follow Up activity. (link )
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