Scheduling an appointment with a client
Read/Listen first
Today I am planning a visit to an important client. I open my weekly planner and check each day carefully. I phoned the client yesterday, but I have not received a clear answer yet, so I decide to call again. I would like to meet this week, but I must respect the client’s busy schedule. On Tuesday afternoon I am on a train, so I can only suggest Wednesday morning or Thursday at eleven. While we are speaking on the phone, I am also looking at the time zones, because the client is in another city. If we meet at eleven in my city, it will be seven in the evening for the client. We agree that we are going to meet on Thursday at eleven. After I write the appointment in my calendar, I feel more relaxed and ready for the visit.Word count: 143 words.
⚡ Learning goals
- Can ask if someone is free on a specific day or time.
- Can suggest and negotiate alternative times for a business appointment.
- Can understand simple explanations about time zones and write an appointment in a planner.
✨ Key language
- Are you free on Thursday at eleven? “Are you free on Thursday at eleven?”
- How about Wednesday morning instead? “How about Wednesday morning instead?”
- I’m not free on Tuesday afternoon. “I’m not free on Tuesday afternoon.”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Past simple for finished actions
Rule: Use the past simple to talk about a completed action at a specific time in the past.
Examples: I phoned the client yesterday.; We agreed on Thursday.; I wrote the appointment in my calendar.
Common pitfall + fix: Learners use present tense for past actions — add -ed or use the correct past form.
2️⃣ Present perfect for recent results
Rule: Use the present perfect to show a past action with a result that is important now.
Examples: I have not received a clear answer yet.; We have checked the planner.; I have already called today.
Common pitfall + fix: Learners forget have/has — always use have + past participle.
3️⃣ First conditional for future possibilities
Rule: Use if + present, will + verb to talk about a real future situation.
Examples: If we meet at eleven, it will be seven for the client.; If he is busy, we will choose another day.; If I am on the train, I will call later.
Common pitfall + fix: Learners use future after if — keep the verb in the present simple after if.
4️⃣ Be going to for planned future meetings
Rule: Use be going to to talk about future plans and intentions.
Examples: We are going to meet on Thursday.; I am going to write it in my planner.; They are going to call tomorrow morning.
Common pitfall + fix: Learners forget the verb be — always use am / is / are + going to + verb.
✍️ Vocabulary
planner
Meaning: a small book or digital tool where you organise your days and weeksSynonyms: diary, organiser, agenda
Chunk/Idiom: weekly planner
Example: I checked my weekly planner before I called the client.
Morphology: noun; countable; related verb: plan
Self-practice: Write two sentences about your weekly planner in English.
appointment
Meaning: a fixed time to meet someone for a specific reasonSynonyms: meeting, booking, arrangement
Chunk/Idiom: set an appointment
Example: We set an appointment for Thursday at eleven.
Morphology: noun; countable; from verb: appoint
Self-practice: Write one work appointment and one personal appointment for this week.
schedule
Meaning: a plan that shows when activities will happenSynonyms: timetable, agenda, calendar
Chunk/Idiom: a busy schedule
Example: The client has a very busy schedule this week.
Morphology: noun; verb: to schedule; regular verb
Self-practice: Write three sentences about your schedule tomorrow.
time zone
Meaning: an area of the world that uses the same official timeSynonyms: time region, local time, zone
Chunk/Idiom: different time zones
Example: We checked the different time zones before we chose a time.
Morphology: noun phrase; plural: time zones
Self-practice: Write two sentences comparing your time zone with another city.
afternoon
Meaning: the time of day between lunchtime and early eveningSynonyms: midday, daytime, p.m.
Chunk/Idiom: Tuesday afternoon
Example: I am on a train on Tuesday afternoon.
Morphology: noun; usually singular; time expression
Self-practice: Write three activities you often do in the afternoon.
calendar
Meaning: a chart or app that shows days, weeks and months of the yearSynonyms: planner, schedule, diary
Chunk/Idiom: write in the calendar
Example: I write the appointment in my calendar.
Morphology: noun; countable; related verb: calendarise
Self-practice: Write two sentences about how you use your calendar each week.
☁️ Examples (+ audio)
Are you free on Thursday at eleven?
I am not free on Tuesday afternoon.
We are going to meet in the client’s time zone.
I have not received a clear answer yet.
✏️ Exercises
Grammar
Yesterday I ______ the client, but he did not answer.
Tip: Use the past simple for a finished action yesterday.
I ______ a clear answer yet, so I will call again.
Tip: Present perfect often uses yet to show the result now.
Fill with the best answer:
If we meet at eleven, it ______ seven in the evening there.Tip: In the first conditional, use will in the main clause.
Fill with the best answer:
We ______ on Thursday at eleven.Tip: Use be going to for a fixed future plan.
Vocabulary & Comprehension
You write your meetings and visits in a ______.
Tip: Look for the word that usually stays on your desk all year.
A fixed time to see a client is called an ______.
Tip: This word is very common with doctors, clients and meetings.
Fill with the best answer:
We must check the different ______ before we choose a time.Tip: Think about different local times in different countries.
Fill with the best answer:
On Tuesday ______ I am on a train.Tip: It is the part of the day after lunch but before evening.
✅ Guided practice
Mini-dialogue:
A: Are you free on Thursday at eleven?B: Hmmm, I am on a train on Thursday afternoon.
A: How about Wednesday morning instead?
B: Ok, that’s fine. Let’s write the appointment in the calendar.
Why this matters:
Clear appointments help you respect your client’s time. They also prevent mistakes with time zones. With a good planner, you arrive prepared and relaxed.Verb & Adjective Pack:
respect — We must respect the client’s busy schedule.schedule — My schedule is full on Tuesday afternoon.
relaxed — I feel relaxed after I write the appointment.
available — Are you available on Wednesday morning?
Try & compare:
Fill with the best answer: I ______ a clear answer yet.
Tip: Use present perfect with yet to show the result now.
Self-correction: Fix the sentence: We meet on Thursday eleven.
Tip: Include be going to and the preposition at before the time.
Practice aloud: Listen, repeat, then type the sentence.
If we meet at eleven, it will be seven in the evening for you.
Tip: Listen carefully to the order of the words after if.