If you need to write emails in English at work, then watch this Business English lesson and learn how to arrange a meeting using a formal and an informal style. Perfect for intermediate learners but also something in there for the more advanced learner!

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Formal email example:

Susan Hill is writing a formal email to David Patton, who she met at a trade show last week. They had a nice conversation and now she wants to follow up and arrange a meeting so they can talk in more detail about a possible cooperation between their companies.

Dear Mr Patton,

It was very nice to meet you at the WGT Trade Show last week

I would like to schedule a meeting to discuss a possible cooperation between our companies.

Would you be available next week on Wednesday or Thursday afternoon? Please let me know if one of these days would be convenient for you.

I look forward to hearing from you.

Best regards,
Susan Hill

Response 1:

Dear Ms Hill,

Thank you for your email.

I would be happy to meet to discuss a cooperation, but I am afraid/unfortunately next week is not suitable as I will be out of the office all week.

Would it be possible to meet the following week on Monday or Tuesday morning?

Best regards,
David Patton

Dear Mr Patton,
Thank you for the quick reply.

The following week on Monday morning works very well. Shall we say 9am in your office?

I look forward to meeting you again.

Best regards,
Susan Hill

Response 2:

Dear Ms Hill,

Thank you for your email.

I would be happy to meet next Wednesday to discuss a cooperation. Shall we say 3pm in my office?

Please confirm whether that works for you or if another time would be more suitable.

I look forward to meeting you again.

Best Regards,
David Patton

Dear Mr Patton,
Thank you for the quick reply.

Next Wednesday at 3pm in your office would be great.

I look forward to seeing you then.

Best regards,
Susan Hill

Informal email example:

Kim and Marko are colleagues who know each other very well. Kim wants to arrange a meeting with Marko.

Hi Marko,

How’s it going?

Just wanted to ask if you have time for a short meeting next week to discuss the new project. Maybe on Tuesday morning?

Let me know if that works.

Thanks,
Kim

Response 1:
Hi Kim,

All good here, thanks – hope the same goes for you.

I’m afraid Tuesday morning doesn’t suit I’m in other meetings all day. How about Wednesday? I’m free the whole day.

Thanks,
Marko

Hi Marko,

No worries. I could do Wednesday in the afternoon. How does 2pm sound?

Looking forward to it.

Cheers,
Kim

Response 2:

Hi Kim,

All good here, thanks – hope the same goes for you.

Tuesday morning sounds good. Shall we say 9am?

Thanks,
Marko

Hi Marko,

Perfect! 9am on Tuesday it is.

See you then,
Kim

Music credits:
Intro music: Far Away by MK2
Background music: Honey and Milk by The 126ers