Rescheduling after a cancelled client meeting
CEFR: B1
Read/Listen first
Our client called two hours before the meeting and asked to reschedule. I had already finished the slide deck and checked every document. Instead of stopping the action plan, I told the team to carry on so we would be ready. We proposed two new time slots and sent a short email confirming the agenda. Now I need to follow up politely, make sure everyone is available, and keep the momentum without sounding stressed. The customer is German and prefers precise scheduling, so I included the location and the link. I also updated the calendar invitation and notified my manager. If the client backs away again, I will suggest a quick call to unblock decisions. The goal is to stay professional, protect our time, and show we are prepared. I also asked a colleague to draft a brief summary of the next steps so nothing is forgotten. Clear communication helps the relationship and reduces last‑minute surprises.⚡ Learning goals
- Reschedule a meeting politely
- Keep a project moving after a cancellation
- Confirm next steps in a short email
✨ Key language
- Could we move the meeting to…? ““Could we move the meeting to Thursday at 2?””
- carry on with the plan ““Please carry on with the plan.””
- follow up with ““I’ll follow up with the client tomorrow.””
⚙️ Rules & Grammar — 4 Structures
1 Polite requests with could/would
Rule: Use could/would to soften requests when rescheduling.Examples: Could we move the meeting to Friday?; Would you be available at 10 a.m.?; Could you confirm the agenda by noon?
Common pitfall + fix: Using present simple ‘Can you’ sounds too direct in some contexts — Prefer ‘Could you’ or ‘Would you’ for politeness.
______ we move the call to 3 p.m.?
Tip: Use modal ‘could’ for polite requests.
Fill with the best answer: Would you ___ to reschedule for tomorrow?
Tip: Use ‘agree’ after ‘would you’ to ask for consent.
2 Present perfect for recent results
Rule: Use present perfect to report completed prep without time reference.Examples: I have finished the slides.; We have checked the documents.; They have proposed two slots.
Common pitfall + fix: Using past simple without context — Use present perfect for effects that matter now.
I ______ the agenda and sent it.
Tip: Present perfect: have + past participle.
Fill with the best answer: We have ____ two new time slots.
Tip: Past participle after ‘have’.
3 First conditional for planning
Rule: Use if + present, will + base to set conditions.Examples: If the client cancels again, we will call.; If we are late, they will wait.; If he agrees, I will send invites.
Common pitfall + fix: Using ‘will’ in both clauses — Keep ‘will’ in the main clause only.
If he ______, I will confirm the slot.
Tip: Present simple after ‘if’.
Fill with the best answer: If the link fails, we will ____ by phone.
Tip: Base form after ‘will’.
4 Phrasal verbs for project progress
Rule: Use carry on, follow up, back away to describe actions.Examples: Carry on with the plan.; Follow up with the client.; They backed away from the commitment.
Common pitfall + fix: Dropping the preposition — Keep the particle to keep meaning.
We’ll ______ with the action plan.
Tip: Phrasal verb requires the particle ‘on’.
Fill with the best answer: I will ____ up with them tomorrow.
Tip: ‘Follow up’ is two words; user types ‘follow’ as target.
✍️ Vocabulary
reschedule
Meaning: change the time of a planned eventSynonyms: rearrange, postpone, move
Chunk/Idiom: reschedule a call
Example: Reschedule a call.
Morphology: noun/verb
Self-practice: Write two polite rescheduling questions.
agenda
Meaning: list of points to discussSynonyms: schedule, plan, itinerary
Chunk/Idiom: set the agenda
Example: Set the agenda.
Morphology: noun
Self-practice: List three agenda items for a project meeting.
time slot
Meaning: specific period in a scheduleSynonyms: window, slot, appointment
Chunk/Idiom: book a time slot
Example: Book a time slot.
Morphology: noun
Self-practice: Plan two possible time slots.
follow up
Meaning: contact again to continueSynonyms: check back, revisit, pursue
Chunk/Idiom: follow up with a client
Example: Follow up with a client.
Morphology: phrasal verb
Self-practice: Draft a one‑line follow‑up.
carry on
Meaning: continue doing somethingSynonyms: continue, proceed, persist
Chunk/Idiom: carry on with the plan
Example: Carry on with the plan.
Morphology: phrasal verb
Self-practice: Write a sentence with ‘carry on’.
back away
Meaning: withdraw from a promiseSynonyms: withdraw, retreat, step back
Chunk/Idiom: back away from a deal
Example: Back away from a deal.
Morphology: phrasal verb
Self-practice: Explain why someone might back away.
☁️ Examples (+ audio)
Could we move the meeting to Thursday at two?
I have finished the slides and checked the data.
If they cancel again, we will call them.
Please carry on with the current plan.
✏️ Exercises
Grammar
Choose the most polite request: ____ you send the agenda?
Tip: Modal + base verb.
Complete: I ______ checked the document.
Tip: Present perfect helper.
Fill with the best answer:
If the link fails, we will ____ by phone.Tip: Base verb after ‘will’.
Fill with the best answer:
Please _____ on with the plan.Tip: Type ‘carry’ to complete ‘carry on’.
Vocabulary & Comprehension
What does ‘follow up’ mean?
Tip: Phrasal verb meaning.
A ‘time slot’ is a _____.
Tip: Definition question.
Fill with the best answer:
We need another time ____ for Friday.Tip: Collocation: time slot.
Fill with the best answer:
I’ll ______ up with her tomorrow.Tip: Type the base verb only.
✅ Guided practice
Mini-dialogue:
A: Could we move to Thursday at 2 p.m.?B: Yes, that works. I’ll send the agenda.
Great, and I’ll follow up later today.
Why this matters:
Rescheduling happens. Polite control keeps momentum. Clear next steps reduce stress.Verb & Adjective Pack:
confirm — “Please confirm the new time.”postpone — “We might postpone by one day.”
coordinate — “Let’s coordinate with production.”
Try & compare:
Fill with the best answer: If the client cancels again, we will ____ a quick call.
Tip: Use a planning verb.
Self-correction: Fix the sentence: We have send the new agenda.
Tip: Past participle of ‘send’ is ‘sent’.
Practice aloud: Listen, repeat, then type the sentence.
Please carry on with the plan and confirm by noon.
Tip: Stress ‘carry on’ and ‘confirm’.