This lesson will show you how to use formal language smoothly to set plans with high-level clients or colleagues.
The previous lesson was about direct or informal invitations and responses. This lesson will build on it with more respectful and considerate language for high-level clients or colleagues.
The previous lesson was about invitations, but it was aimed at invitations to colleagues so a lot of the word choice was simpler and more casual. This lesson uses many of those same words but will add polite grammar or sentence structure to them.
Litmus test for confident students
Try asking a few of these questions, and see if your student can handle them naturally:
Example, "So, your English is really good. I think scheduling might be fine for you, but let's check. I have a few questions for you."
- So, try scheduling a meeting with a client. Be smooth and polite.
(If your student can do this perfectly, then skip Language A.) - Great! Now how would you respond?
(If your student can do this perfectly, then skip to the next lesson.)
- How often do you have to set up client meetings?
- What is the difference between setting up a client meeting and an internal meeting?
Bear in mind that some people may let their assistant set up meetings. This is fine, and there is actually a section below where that kind of language is practiced. However, everyone should be able to confidently and naturally set up a client meeting themselves.
Just use the warm-up to gauge language ability. There is plenty of language below to teach, so don't worry about adding any more language just yet.
A. There are a lot of ways to ask about meetings. Read the following and discuss which phrases you have used, which you have heard, and which you haven't used yet:
- When would you be free next?
- Would Tuesday at 10 AM work for you?
- I'm available at 10 AM on Tuesday, Wednesday and Friday. Would any of those work for you?
- Would Thursday at 10 AM be good for you?
- How/What about meeting Friday at 10 AM?
Now quickly and positively answer each of the above questions.
B. Ending powerfully requires repeating the day and time. Make sure to leave a good impression.
- See you Monday at 1:30!
- Okay, so we are set for Tuesday at noon.
- Great. Wednesday it is. See you at 2 PM.
- So, Thursday at 9 AM. I'm looking forward to it.
C. Sometimes, you may want even a formal meeting to depend on other tasks being finished.
Look at the following phrases, discuss the nuance of the word in italics, then choose the most appropriate ending. Note that one of the endings is used twice:
- If we receive the key documents before Thursday morning...
- When we get the results...
- The results are supposed to be in by Wednesday night...
- We are going to finish by the end of Wednesday...
- We need to meet as soon as possible after the results are received. I expect them Wednesday night...
a) ...then we can meet Thursday morning.
b) ...so let's meet early Thursday morning.
c) ...so let's say, tentatively, Thursday morning.
d) ...then we can meet. So, I'll let you know as soon as I know.
Now, think of some events this week (analysis due to be finished, interviews to be done, minor or major meetings) and arrange meetings around those events.
D. It is also possible to refer others to an assistant.
- My assistant Danny is going to reach out ASAP and set up the next meeting.
- My assistant Rhonda will be in touch soon to set up the next meeting.
A. These phrases are either neutral or formal, meaning most of them can safely be used with clients. Make sure you follow this principal: The first question must be polite, and subsequent questions can be short, neutral language.
This means, if the client declines and you are asking again, then be more casual.
- When would you be free next?—general question for busy, high-level clients. Note the use of the word "would" to seem polite.
- Would [day/time] work for you?—politely suggesting a time.
- I'd be available in the early morning on Tuesday, Wednesday or Friday. Do any of those work for you?—This strategy can work for setting plans with busy people. This is also acceptable via email.
- Would [day/time] be good for you?—politely suggesting a time.
- How/What about meeting [day/time]?—a polite second question, if the first is responded to negatively.
Note: Start polite, then move to neutral language. There is no need to use too many polite phrases.
Answers:
[Note the use of strong, positive language. It is generally recommended to show excitement about the next meeting.]
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I'm free next Monday afternoon.—Same as in A.
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Sure, Tuesday works for me.—Same as in A.
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Sure, I can do Wednesday.—Same as in A.
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Thursday is perfect.—This mirrors A, but rather than "good", the speaker has heightened it to "perfect".
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Yes, I'm around on Friday.—Obviously A's question is simple, so any response is fine.
B. This is deceptively simple, but so many people do this poorly. Literal language is fine but does not leave a good impression. Consider this:
- Okay, I will confirm. The meeting is Monday at 2 PM.
This is correct, but robotic and does not leave the meeting on a positive note. Rather, use strong, positive, phrases:
- See you Monday at 1:30!—Simple and popular. Also neutral; I can use this with my best friend or with a senior partner.
- Okay, so we are set for Tuesday at noon.—The verb choice set for is simple, powerful and positive.
- Great. Wednesday it is. See you at 2 PM—This is business-like and idiomatic. Highly recommended.
- So, Thursday at 9 AM. I'm looking forward to it.—This person definitely used strong intonation: "Thursday↗ at 9 AM↘", also ending with "looking forward to it" is a good idea.
C. Here are the most appropriate phrases:
Nuance:
- If—We aren't sure that it will happen.
- When—It's definitely going to happen, we just aren't sure when.
- is supposed to—I'm skeptical about it happening. About 50% sure, used for others' actions (my client is supposed to...) or pressure from others (I'm supposed to do this before tomorrow because the partner wants to discuss it in the morning).
- are going to—100% sure.
- expect—Maybe 80% sure.
- a) If we receive the key documents before Thursday morning, then we can meet Thursday morning.
- d) When we get the results, then we can meet. So, I'll let you know as soon as I know.
- c) The results are supposed to be in by Wednesday night, so let's say, tentatively, Thursday morning.
- b) We are going to finish by the end of Wednesday, so let's meet early Thursday morning.
- c) We need to meet as soon as possible after the results are received. I expect them Wednesday night, so let's say, tentatively, Thursday morning.
Next, let your student lead the activity. They should do so confidently, with good intonation and a strong ending.
Some questions if they get stuck:
- You asked your client to e-mail you some data ASAP, but they have not been very reliable. After you get the data, you can start some analysis.
- Can you start the analysis today?—They are supposed to send it ASAP, but I don't expect it today.
- When can you start it?—I'll start when they send me the info.
- When can you meet with your team leader to discuss it?—When I'm finished, I'll let you know. I expect to be finished by the end of the week.
- You are planning to have lunch with a colleague. Before lunch, you have a meeting with your team leader. She might give you a lot of feedback.
- Your colleague wants you to call them when the analysis is done. You don't know how long it will take. Maybe all night.
D. This is pretty self-explanatory. Note the verb choice:
- My assistant Danny is going to reach out ASAP and set up the next meeting.
Note: ASAP is pronounced /AY-sap/. - My assistant Rhonda will be in touch soon to set up the next meeting.
Follow this pattern and practice with your teacher until you feel confident with the language.
Consultant—states the purpose of the next meeting.
Client—responds positively.
Consultant—suggests a day and time.
Client—apologizes and declines.
Consultant—suggests another day.
Client—accepts.
Consultant—suggests a time.
Client—apologizes and suggests a different time.
Consultant—accepts and finishes strongly.