Unit 09 :
Discussing the meeting time


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Repeat these words with your teacher and try to use them to make sentences.

1. available (adj.)
able to be bought or used

2.  works for me (phr.)
that is perfectly suitable; that is OK with me

3. presentation (n.)  
a talk giving information about something

4. discuss (v.)  
to talk about a subject with someone and tell each other your ideas or opinions

5. go over (phr.)
to examine or look at something in a careful or detailed way

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Read the dialogue aloud with your teacher.



Hey, Alex. Are you available for a meeting tomorrow?

Yeah, sure. Do you know what time it is? I’m free in the afternoon.

How does 3 o’clock sound?

Sorry, I’m busy at 3:00. Can we make it later?

Yeah, sure. How about 5:00 pm?

That works for me. What do you want to go over?

I’m going to give a presentation about our sales from last year.

Great. I have some other things I want to discuss, too. See you then!

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Read the article with your teacher.

Your Question:

I would like to know how to write an email to a colleague or client to schedule an appointment or meeting with them.


Business UNIT 09 Discussing the meeting time

Ana Answers:

It depends slightly on the individual you are contacting and your relationship with them. If it is a colleague within your department or junior members of your staff, you may use a slightly less formal email than you would a client, or person in a more senior position than yourself.



Some people build strong personal relationships with clients too, so the tone of the email must ultimately match the relationship between yourself and the other person.

However, there are certain general approaches when creating business emails, such as staying polite, succinct, and to the point.

Here’s an example of an email you may send a colleague or junior member.



Subject: Meeting Re: advertising budget

Dear Joe,

I would like to schedule a meeting to discuss our advertising budget for the next quarter.

Would you be available tomorrow at 11 am for a meeting? It should not take more than 30 minutes.

I look forward to hearing from you.




As seen from the example, we can see that an email for scheduling a meeting should always have:

  1.   A relevant subject line (introducing the topic)
  2. Intro: A polite opening: e. Dear (name)
  3.   Body 1: Short paragraph explaining the reason for the meeting or appointment
  4.   Body 2: One or two sentences to propose a time and date.
  5.   Closing: A polite closing: i.e.

I look forward to hearing from you.



When emailing a senior member or client, it is important to remember that – according to business etiquette -, they should be given the first choice of time and for a meeting.

For this reason, we suggest in this case that you request a time convenient to them rather than recommend a time and date yourself.

Source :, “Here is how to write emails to clients and colleagues to schedule an appointment or a meeting with them”

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Answer the following questions to your teacher.

1. Why are business meetings important? 
2. Do you think regular meetings at work are a waste of time? Why? Why not? 

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Let’s practice

Choose the correct answer.

1. Presentation :


2. I need to talk to you. Are you ____ now ?

A. clever
B. open
C. easy
D. available

3. Do you ____ when Jane is ____ ?

it / know / have / free

4. Please go ____ the details of the contract.

A. up
B. ahead
C. over
D. there