Arranging and Confirming a Business Meeting
CEFR: B1
Read/Listen first
I called a client this morning because we needed to meet about a small production issue. I asked, “Are you available this week for an appointment?” He paused and said Wednesday at 4 pm. I checked my planner and replied that it was impossible, because I had a meeting then. Since then, I’ve looked at my timetable again and I can offer two realistic options. How about Thursday at 11 am at your office, or Friday at 10 am online? If you could confirm today, I would book the slot and send a calendar invite. Also, we are working with colleagues abroad, so please note the time zone: 11 am Paris is 7 pm in Moscow. Once we agree, I’m going to email the agenda and I’ll prepare the documents before the call. Let me know if you need to reschedule, and I’ll adjust the plan.⚡ Learning goals
- Can arrange a business appointment by proposing two options.
- Can refuse a time politely and offer an alternative.
- Can confirm the final date, time, and time zone in writing.
✨ Key language
- Are you available this week? “Are you available on Thursday?”
- How about Thursday at 11 am? “How about Friday at 10 am?”
- Could you confirm today? “Could you confirm by email?”
⚙️ Rules & Grammar — 4 Structures
1️⃣ Are you free / available…? (polite availability questions)
Rule: Use **Are you free? / Are you available?** to ask if someone has time.Examples: Are you available this week?; Are you free on Thursday?; Are you available this morning?
Common pitfall + fix: Saying “You are free?” — Say “Are you free?” (invert the verb and subject).
Choose the correct question.
Tip: In questions, use inversion: Are + subject + adjective.
Fill with the best answer: ___ you available this week?
Tip: Use **Are** to start a present simple question with **you**.
2️⃣ How about / What about…? (suggesting another time)
Rule: Use **How about / What about + day/time** to propose an alternative.Examples: How about Thursday at 11 am?; What about Friday at 10 am?; How about tomorrow afternoon?
Common pitfall + fix: Using “How about to meet Thursday?” — Say “How about Thursday at 11 am?” (no **to**).
Which option correctly suggests a new time?
Tip: Use **at** with clock times.
Fill with the best answer: How about ___ at 11 am?
Tip: Use a day of the week after **How about**.
3️⃣ Present perfect (recent checks/updates)
Rule: Use **have/has + past participle** for a recent action connected to now.Examples: I’ve checked my planner.; I’ve looked at my timetable again.; We’ve noted the time zone.
Common pitfall + fix: Saying “I checked my planner again” when you mean “recently”. — Use “I’ve checked…” to highlight a recent update.
Pick the sentence with present perfect.
Tip: Present perfect = have/has + past participle (looked).
Fill with the best answer: Since then, I’___ looked at my timetable again.
Tip: Contraction: **I’ve** = **I have**.
4️⃣ Future forms (going to / will) for plans and confirmation
Rule: Use **going to** for a plan and **will** for a quick decision/confirmation.Examples: I’m going to email the agenda.; I’ll send a calendar invite.; I’ll prepare the documents.
Common pitfall + fix: Mixing **will** and **going to** randomly. — Plan = “going to”; confirmation/offer = “will”.
Which sentence shows a planned action?
Tip: **going to** often signals a plan.
Fill with the best answer: If you confirm, I ___ send a calendar invite.
Tip: Use **will** for an offer/next step.
✍️ Vocabulary
available
Meaning: able to meet; free to do somethingSynonyms: free, open
Chunk/Idiom: be available for a call
Example: Are you available on Thursday?
Morphology: adj.; availability (noun)
Self-practice: Ask a colleague: “Are you available this week?”
appointment
Meaning: a planned meeting at a specific timeSynonyms: meeting, booking
Chunk/Idiom: set an appointment
Example: I have an appointment at 11 am.
Morphology: noun; appoint (verb)
Self-practice: Write one sentence with “appointment” and a time.
reschedule
Meaning: to change the time/date of a meetingSynonyms: rearrange, move
Chunk/Idiom: reschedule a meeting
Example: Can we reschedule for Friday at 10?
Morphology: verb; rescheduling (noun/gerund)
Self-practice: Say two options to reschedule politely.
confirm
Meaning: to say “yes” officially and make it finalSynonyms: verify, validate
Chunk/Idiom: confirm the time
Example: Could you confirm today by email?
Morphology: verb; confirmation (noun)
Self-practice: Send a one-line confirmation message.
planner
Meaning: a book/app to organize your scheduleSynonyms: calendar, agenda
Chunk/Idiom: check your planner
Example: I checked my planner before I answered.
Morphology: noun; plan (verb)
Self-practice: List two things you write in a planner.
time zone
Meaning: the local time in a region of the worldSynonyms: time difference, zone
Chunk/Idiom: note the time zone
Example: 11 am Paris is 7 pm in Moscow.
Morphology: noun; time-zonal (adj.)
Self-practice: Convert one meeting time for another city.
☁️ Examples (+ audio)
Are you available this week for an appointment?
It’s impossible on Wednesday at 4 pm, but Thursday at 11 am works.
I’ve checked my planner, and Friday at 10 am is still free.
If you could confirm today, I would send the invite immediately.
✏️ Exercises
Grammar
Which reply politely refuses an appointment?
Tip: Use **It’s impossible / I’m busy** to refuse politely.
Choose the best form: “Since then, I ___ checked my planner.”
Tip: Present perfect uses **have/has + past participle**.
Fill with the best answer:
How ___ Friday at 10 am?Tip: Use **How about** to suggest.
Fill with the best answer:
I’m going to ___ the agenda by email.Tip: After **going to**, use the base verb.
Vocabulary & Comprehension
What does “reschedule” mean?
Tip: Reschedule = move to a different time.
Which word matches: “a planned meeting at a specific time”?
Tip: Appointment = meeting slot.
Fill with the best answer:
Please ___ today, so I can book the slot.Tip: Confirm = make it final.
Fill with the best answer:
I’ve checked my ___ and I’m free on Thursday.Tip: A planner helps you organize your schedule.
✅ Guided practice
Mini-dialogue:
A: Are you available this week for an appointment?B: I’m not free on Wednesday at 4 pm. How about Thursday at 11 am?
A: Great. If you could confirm today, I’ll send the invite.
Why this matters:
Clear scheduling saves time and avoids misunderstandings. Confirming the time zone prevents missed meetings. A short written confirmation keeps everyone aligned.Verb & Adjective Pack:
book a slot — I booked a slot for Thursday at 11.be busy — I’m busy on Wednesday afternoon.
send an invite — I’ll send an invite right away.
Try & compare:
Fill with the best answer: If you could ___ today, I would book the slot.
Tip: Use **confirm** to make the plan final.
Self-correction: Fix the sentence: I am free in Thursday at 11 am.
Tip: Use **on** + day, **at** + time.
Practice aloud: Listen, repeat, then type the sentence.
I’ve checked my planner and Friday at 10 am is still free.
Tip: Listen for **I’ve checked** (present perfect).