Confirming a business appointment by phone
Read/Listen first
When Laura called her new client, she wanted to double-check their next meeting. She thought they were meeting on Wednesday, March 15th at ten thirty in the morning, because she had quickly written it in her notebook last week. However, when she opened her calendar on the computer, she saw that she had also created another event on Friday, March 17th at eleven thirty. She was confused, so she decided she would ask the client again. “So, just to confirm,” she said, “are we meeting on Wednesday the fifteenth of March at ten thirty, or on Friday the seventeenth at eleven thirty in the morning?” The client laughed and said it was actually on Thursday, March 16th at ten thirty. Laura felt relieved, because she could still join a training course on Friday afternoon, and she would not disappoint her manager.⚡ Learning goals
- Can confirm and correct a business appointment by phone.
- Can talk clearly about days, dates and times for meetings.
- Can react politely when there is a misunderstanding about a schedule.
✨ Key language
- So, just to confirm… “So, just to confirm, are we meeting on Wednesday?”
- Actually, it is on… “Actually, it is on Thursday, March 16th at ten thirty.”
- That time works for me. “Yes, that time works for me, thank you.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Past simple for completed actions
Rule: Use the past simple to talk about finished actions at a specific time in the past.
Examples: Laura called her client yesterday.; She opened her calendar on the computer.; The client laughed and corrected the date.
Common pitfall + fix: Learners often use present tense with past time markers — Always change the verb to the past form when the time is in the past.
Choose the correct past simple sentence.
Tip: Look for a finished time like “yesterday” or a clear past date.
Fill with the best answer: Laura ______ the date in her notebook last week.
Tip: Use the past form of “write” for a finished action.
2️⃣ Past continuous for actions in progress
Rule: Use the past continuous to describe an action that was in progress at a specific time in the past.
Examples: They were meeting on Wednesday at ten thirty.; Laura was looking at her calendar.; The client was checking his own schedule.
Common pitfall + fix: Learners sometimes forget the verb “be” — Always use “was/were” + verb-ing for past continuous.
Choose the correct past continuous sentence.
Tip: Remember “was/were + verb-ing” to show an action in progress.
Fill with the best answer: She thought they ______ ______ on Wednesday at ten thirty.
Tip: Use “were” + the -ing form of “meet”.
3️⃣ Conditionals with would / could
Rule: Use “would” and “could” to talk about possible results or polite future ideas connected to a condition.
Examples: She decided she would ask the client again.; She could still join a training course on Friday.; She would not disappoint her manager.
Common pitfall + fix: Learners sometimes use “will” instead of “would” — Use “would” for imagined or polite future results.
Choose the correct sentence with “could”.
Tip: Use “could” to talk about a possible but not certain action.
Fill with the best answer: She hoped she ______ ______ ______ her manager.
Tip: Use “would” to express an imagined negative result.
4️⃣ Time clauses with when / because
Rule: Use “when” and “because” to connect actions and give time or reason in the same sentence.
Examples: When she opened her calendar, she saw a second event.; She was confused because the dates were different.; She felt relieved because the client corrected the time.
Common pitfall + fix: Learners sometimes put a comma in the wrong place — If the clause starts with “when” or “because”, add a comma before the second part.
Choose the correct time-clause sentence.
Tip: Start with “when” and keep the subject–verb order normal.
Fill with the best answer: She felt relieved ______ the client corrected the date.
Tip: Use this conjunction to give a reason.
✍️ Vocabulary
appointment
Meaning: a planned meeting at a specific day and time with someone important.Synonyms: meeting, session, booking.
Chunk/Idiom: have an appointment with a client.
Example: Laura has an appointment with a new client on Thursday morning.
Morphology: noun; countable noun; related verb appoint.
Self-practice: Write three sentences about appointments you have this month.
calendar
Meaning: a printed or digital table that shows days, months and sometimes events.Synonyms: planner, schedule, diary.
Chunk/Idiom: check your calendar before you confirm.
Example: She checked her calendar before she called the client again.
Morphology: noun; countable noun; related adjective calendrical.
Self-practice: Describe how you use your calendar to organize your week.
notebook
Meaning: a small book where you write notes, ideas or important information.Synonyms: journal, pad, notepad.
Chunk/Idiom: write the date clearly in your notebook.
Example: She quickly wrote the wrong date in her notebook last week.
Morphology: noun; compound noun; note plus book.
Self-practice: Explain what kind of information you usually keep in a notebook.
client
Meaning: a person or company that receives professional services from you or your firm.Synonyms: customer, buyer, partner.
Chunk/Idiom: confirm details with the client by phone.
Example: The client laughed when Laura checked the date again.
Morphology: noun; countable noun; related adjective client-centered.
Self-practice: Write one sentence about a client you speak to regularly.
training course
Meaning: a series of lessons that help people develop professional knowledge and skills.Synonyms: workshop, class, seminar.
Chunk/Idiom: register for an online training course.
Example: She could still join a training course on Friday afternoon.
Morphology: noun phrase; countable; head noun course.
Self-practice: Describe a training course you would like to attend this year.
manager
Meaning: a person who is responsible for a team, department or project at work.Synonyms: supervisor, leader, director.
Chunk/Idiom: report a change of schedule to your manager.
Example: Laura did not want to disappoint her manager with a mistake.
Morphology: noun; agentive noun; related verb manage.
Self-practice: Write two sentences about how you communicate with your manager.
☁️ Examples (+ audio)
Laura called her client to confirm the meeting time.
They were meeting on Wednesday, but the client changed it.
Actually, it is on Thursday, March sixteenth at ten thirty.
She could still join the Friday training course after the call.
✏️ Exercises
Grammar
What is the correct date and time for the meeting?
Tip: Look at the moment when the client finally confirms the appointment.
Which sentence correctly uses the past perfect?
Tip: Use “had” plus the past participle for an earlier past action.
Fill with the best answer:
Laura called the client to ______ the meeting details.Tip: Use a verb with “check” to show she wants to be sure.
Fill with the best answer:
She was confused because the dates ______ ______ in her calendar.Tip: Use the past simple form of “be” plus an adjective.
Vocabulary & Comprehension
Why did Laura first have the wrong date?
Tip: Look for the reason given in the mini-story.
How did Laura feel after the client confirmed the correct date?
Tip: Focus on the word that shows her stress is finished.
Fill with the best answer:
She wrote the first date in her ______ during a busy day.Tip: This object is a small book used for notes.
Fill with the best answer:
She checked her online ______ to compare both meeting times.Tip: This word names a tool that shows months and days.
✅ Guided practice
Mini-dialogue:
A: Hi, this is Laura from GreenTech. I just want to confirm our meeting.B: Of course. We are meeting on Thursday, March 16th at ten thirty, right?
A: Yes, perfect. I had Wednesday in my notebook, but your email says Thursday.
B: No problem at all. I am glad we checked it together.
Why this matters:
Confirming dates and times prevents expensive mistakes and missed meetings. It also shows respect for your client's schedule. Practising this language helps you sound professional and confident on the phone.Verb & Adjective Pack:
confirm — Please confirm the time before you book your train.schedule — We need to schedule three client visits this month.
relieved — She felt relieved when the date was finally clear.
confused — He was confused because two meetings were on Friday.
Try & compare:
Fill with the best answer: The correct appointment is on ______.
Tip: Include the full day, month, date and time.
Self-correction: Fix the sentence: Actually, it is on Wednesday, March 15th at nine o'clock.
Tip: Start with “Actually, it is on…” and use the correct date and time.
Practice aloud: Listen, repeat, then type the sentence.
So, just to confirm, are we meeting on Thursday at ten thirty?
Tip: Pay attention to the linking between “just to” and “confirm”.