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Are you looking to improve your business English skills? One essential skill is knowing how to make business appointments professionally and clearly.
In this post, you’ll find exercises and activities to help you practice how to schedule, confirm, and reschedule appointments in English.
These practical exercises will help whether you’re preparing for real-world business communication, teaching a class, or simply brushing up your skills
Common Phrases for Making Business Appointments
Before you try the exercises, review these useful expressions:
- I’d like to schedule a meeting with you.
- Are you available on Monday at 10 a.m.?
- Can we move our appointment to Friday afternoon?
- Just to confirm, we are meeting on Tuesday at 3 p.m.
- I’m afraid I need to reschedule. Would Thursday work for you?
Check more expressions and phrases for making business appointments
Making a Business Appointment Exercise
Practice your English skills with the following exercises about making business appointments:
Exercise 1: Match the Phrase to Its Meaning
Match the sentence to its correct meaning.
| Sentence | Meaning |
|---|---|
| 1. I’d like to schedule a meeting with Mr. Carter. | A. Confirming a scheduled time |
| 2. Are you available next Wednesday at 2 p.m.? | B. Asking for someone’s availability |
| 3. Just to confirm, we’re meeting at 11, right? | C. Wanting to arrange a meeting |
| 4. I’m afraid I’ll have to reschedule our meeting. | D. Changing an existing arrangement |
2 → B
3 → A
4 → D
Exercise 2: Fill in the Blanks
Complete each sentence with one of these words: reschedule, schedule, available, postpone, arrange, cancel, confirm
- I’d like to __________ a meeting for Monday morning.
- Are you __________ at 2 p.m. on Friday?
- I need to __________ our appointment due to a conflict.
- Just to __________, we’re meeting on Zoom, correct?
- We might need to __________ the meeting until next week.
- Can we __________ a time to discuss the new project?
- Unfortunately, I have to __________ our Friday meeting.
2. available
3. arrange
4. confirm
5. postpone
6. reschedule
7. schedule
Exercise 3: Rewrite the Informal Sentences into Professional English
Rewrite each sentence in a more formal business tone.
- “Can we meet up sometime tomorrow?”
- “Hey, I need to change our meeting.”
- “Are you free at 3?”
- “Let’s do a call on Wednesday.”
- “Sorry, I can’t make it on Monday.”
- “Can we push the meeting back to next week?”
- “I’ll check if I can make it.”
1. “Would it be possible to schedule a meeting for tomorrow?”
2. “I’m afraid I need to reschedule our meeting.”
3. “Are you available at 3 p.m.?”
4. “Shall we arrange a call for Wednesday?”
5. “I’m sorry, but I’m unavailable on Monday.”
6. “Could we postpone the meeting until next week?”
7. “I will check my availability and let you know.”
Exercise 4: Complete the Dialogue
Fill in the blanks in this business appointment dialogue. Use these words: reschedule, confirm, available, meeting, Thursday, sorry
- John: Good morning, Ms. Lee. I’m __________, but I need to __________ our __________ for Wednesday.
- Ms. Lee: Oh, I see. What day would work for you?
- John: Are you __________ on __________ at 2 p.m.?
- Ms. Lee: Yes, that works.
- John: Great. Just to __________, we’ll meet on Thursday at 2 p.m.
- Ms. Lee: Perfect. Thank you!
2. reschedule
3. meeting
4. available
5. Thursday
6. confirm
Exercise 5: Write Your Own Dialogue
Write a short dialogue (4–6 lines) where two people arrange a business appointment. Include these points:
- One person asks for a meeting.
- They agree on a day and time.
- One person confirms the details.
Example start:
- Alex: Hello, Mr. Smith. I’d like to arrange a meeting to discuss the budget.
- Mr. Smith: Sure, Alex. How about Friday at 10 a.m.?
- … (you continue)
Tip: Try to use at least three professional phrases from the Common Phrases section above!
Read more about the importance of business appointments