How To Set A Dentist Appointment

How to Brand an Engagement in English language: ESL Tips for Setting a Meeting

By Jake Pool

Unless you're living in a remote section of the world, at some signal you must make an appointment with someone.

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Information technology happens for many reasons: a job interview, a dentist or doctor's visit, a business coming together, or even to employ for your visa.

Whatever the reason, there's a specific set of phrases and expressions nosotros use to communicate when making an appointment.

Our tips and suggestions will help yous utilise concrete language that doesn't waste time and helps y'all avert mistakes and inappropriate comments.

We'll cover those extensively in this weblog so yous have the language tools needed to effectively and efficiently ready your appointments.

Prefer to spotter this lesson on video? Here'due south our full length tutorial on 'How to Make An Appointment in English language':

How to Make an Appointment in English:

Setting an Appointment in English

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In this kickoff section, let'south await at how to brainstorm a making an appointment conversation and how to be certain yous're speaking with the right person. Virtually of the examples in this blog focus on how to brand an appointment on the telephone.

Greetings

To start, a simple how-do-you-do or hullo works, or you can start with a time of day greeting like good morning or practiced afternoon. Every bit in:

Good morning, may I speak with Julie Cavanaugh please?

You can also include your proper name in the greeting.

Hi, this is Kristen Harris speaking, I'd like to speak with John Smith delight.

Annotation that polite terms and phrases like please or if he/she is available add an air of pleasantry to any conversation.

If you're calling on someone else's behalf, exist certain to make that clear from the initial greeting.

Adept afternoon, this is Sam, I'g calling on behalf of Magoosh. Is Amber Collins bachelor?
Hi, this is Marsha Thomas, I'm calling for my daughter Karen. Is Dr. Erickson available?

Making the Appointment

Splendid! You got through the greeting, but now it'south time to brand the purpose of your call known.

Simply first, call up that many times you won't set an date straight with the person you are meeting. They'll have a secretarial assistant or receptionist tasked with managing their schedule.

It's always best practice to show utmost kindness and respect for a gatekeeper (a person who controls access to someone else) in both personal and business matters. You never know when you might need their help in the future.

On that note, let'southward explore phrases you can utilize to set the appointment.

If yous connect with the person straight, the conversation could become something like this:

-Hello, this is Jerry Albright, may I speak with John Dawes please? -This is John. -Hi John, I'thou calling to prepare an appointment with you sometime next week.

If you're calling a doc or dentist, more than than likely you lot'll be speaking with a medical receptionist.

Good afternoon, this is Claire Thompson and I'm calling to make an appointment with Dr. Smith.
- Practiced morning, this is Kevin Sounders, I'm calling on behalf of my mother Edna. I'd similar to brand an appointment with Dr. Jones if she's available early next calendar week.

In business matters, if you know you're speaking with a secretary or receptionist, it'due south a cracking show of respect to not assume you'll be setting an appointment straight with the person you volition run across. You tin can use language similar the phrases in these conversations to make that articulate.

Hello, this is Eric Habel, I'm calling to make an date to interview Mr. Harris next week.

Notice how the caller didn't ask to speak with Mr. Harris.

Hullo, this is Jennifer Hall, I'm calling to arrange a meeting with Dr. Andres. Is he available or could I set that up with you?

If the person you're calling is unavailable, you may hear phrases like:

Unfortunately Dr. Thomas isn't available at the moment. Can I take a message?
- Mrs. Harrison is in a meeting, but I can adapt an appointment for her.

Arranging the Coming together

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Next, permit'south wait at language for arranging a meeting. Below is a listing of scheduling appointments phrases that can follow your initial greetings and argument of purpose. Y'all may accept to go dorsum and forth a little in a conversation to establish a convenient day and time for a coming together, just we can use these phrases in many situations.

If speaking to a receptionist:

Is he/she available on Tuesday? Is he/she bachelor adjacent Tuesday?
- Does he/she have whatever availability early next calendar week?
  - Does he/she have an opening for Friday morning?

A receptionist will know their customer's agenda and will usually offer a time if they take availability.

If speaking directly to someone:

Are you free on Wed? Are yous free next Wednesday?
- Would the 14th work for yous?
  - How does Friday the seventh sound to you?
    - Are you available on Tuesday? Are you available adjacent Tuesday?
      - Is next Monday okay with you?

Follow up with a time:

First-class! How about four o'clock?
- Great, can y'all run into at 10 a.m.?
  - Perfect, would 2 p.m. work for you?

Unavailability

If someone is unavailable at a twenty-four hours or time you present, information technology's always adept to have fill-in or alternate times and days in mind.

-Unfortunately, he has a meeting at 10 a.m. that morning. -That'southward okay. Would two p.m. work instead?

-I'k sorry. I'm all booked upward next Thursday. -No trouble. Are you bachelor Friday instead?

-Dr. Li doesn't have any appointments available on Monday. -Does he have anything open on Tuesday or Wed?

In business organization matters, if someone is out of boondocks on vacation or for a briefing, It's proficient to requite them a 24-hour interval or two to get settled upon their return. Shoot for mid-to-belatedly calendar week appointments in that situation.

-I'grand sad. I don't have whatsoever availability next week. I'll be on vacation. -No worries! Are you free the Midweek after that?

Rejecting Inconvenient Times

Again, arranging a meeting tin can sometimes go back and forth before you tin can prepare a time and twenty-four hour period. Sometimes, a person or receptionist may offer a time inconvenient to you. Here are some phrases to apply in that case.

I'm agape I can't meet side by side Wednesday.
- I'grand sorry, Tuesday isn't skillful for me.
  - I won't be able to run across on Thursday.
    - Unfortunately, Mondays aren't a good day for me.
      - I'm not free on Friday.

Information technology'due south unnecessary to give a reason that you can't meet, but information technology tin can as well serve as your rejection of a day or time as in:

I won't be available all next week. I'll exist on vacation.

Confirming the Meeting

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At present that y'all've discussed and arranged your date time and day, it's fourth dimension to confirm your appointment. You can use some of the phrases beneath.

Yes, Thursday at 2 p.m. works for me.
- Yeah, Midweek would be fine.
  - Monday is perfect.
    - Just to confirm: Friday the 21st at 3 p.m.

Almost modern doctor and dentist offices accept an automatic system that volition transport an email confirmation for any appointment, so it's always skillful to give the receptionist your email address.

Notwithstanding, in business organization situations or for an interview, it may exist up to you to establish a confirmation beyond a verbal 1. Information technology reinforces the appointment and gives reference so no one forgets. With engineering today, it's convenient to do so. You can utilize some of these phrases in that instance.

May I transport an email to ostend the appointment?
- Could I give you my e-mail address to transport a confirmation?
  - Could y'all give me your email accost and so I tin send an invite from my (digital) agenda?

Remember, no matter how yous ostend the meeting, do information technology! It's one stride in the appointment setting process that many people skip, and every bit a result, is the reason misunderstandings occur.

How to Cancel or Reschedule an Appointment

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Oh no! You had everything set up for an appointment, and as we say: life happens. Sometimes unforeseen circumstances (things out of your control) will come up, and information technology will exist necessary to either abolish or reschedule an appointment.

Regarding physician and dentist appointments, things like this happen all of the fourth dimension, and a receptionist is typically understanding.

However, with business matters, it'south of import to contact the person as yous know you lot can't make it. Be certain to apologize and thank them for understanding. Proceed to employ more than formal language in this situation equally it is a evidence of respect for the other person's fourth dimension.

Again, y'all don't have to give a reason for cancelling or rescheduling, but sometimes information technology helps to put the other person at ease and aid them understand why.

Hither is a list of phrases that can work for whatever of these situations:

I'm so sorry, merely, unfortunately something unavoidable has come up, and I won't exist able to brand our appointment. Could we reschedule?
- Would it be possible to reschedule our appointment? Unfortunately, something unforeseen came upwardly, and I won't be able to make it. I apologize for whatsoever inconvenience.
  - I'm afraid I need to cancel our meeting for next Tuesday. Some unavoidable business has come up up and I need to go out of town.

Hi, unfortunately, I won't exist able to make my engagement with Dr. Smith tomorrow morning time. Can I reschedule for next calendar week?
- Hey, something unexpected came up and I won't be able to make our meeting this afternoon. Are you lot free sometime tomorrow or next calendar week?

Putting it All Together

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At present that nosotros have all of the steps to effectively brand an date in English language, let'due south put everything together for a making an date exercise . Below are two examples of total conversations you can practice with a partner.

Conversation ane: Making a doctor's appointment dialogue

Person A: Hi, this is Marissa Harrington calling on behalf of my mother Gloria. I'd like to make an appointment with Dr. Lee next calendar week. Mornings are best if you have any availability.

Person B: Certain, Dr. Lee has an opening on Tuesday morning at 10 a.m.

A: Unfortunately, Tuesdays aren't adept for my mom. She meets with her friends for coffee on Tuesday mornings.

B: No worries, how about Wednesday at the aforementioned fourth dimension?

A: That'south perfect. So to confirm: next Wednesday at ten a.m.?

B: Yes, Wednesday at 10 a.thousand. Could I take your email address or phone number then our system can send a reminder?

A: Of course! It's 555-0199.

B: Thank yous, yous'll receive a reminder a 24-hour interval before the appointment, and we'll see you Wed at 10 a.thou.

A: Thank y'all very much. Have a good day.

B: You too. Goodbye.

A: Goodbye.

Chat two: Business Meeting

Person A: Hi, this is John Carrington calling for Denise Jones. Is she available?

Person B: This is Denise.

A: Adept morning Denise. I'grand the new account managing director handling your department'south shipping and receiving, and I would like to make an date with you to review your ordering list. Do you lot have 20 minutes sometime side by side week for me to innovate myself and go over a couple of your orders.

B: Unfortunately, I'll be on vacation all next week. How about the week afterward?

A: No worries! The week subsequently is fine. How nearly Wednesday to give you lot a day or two to get settled.

B: I appreciate it. Yes, Midweek will work. Mornings are better for me. I get chosen into the field in the afternoons.

A: Sure, how almost 10 a.m?

B: That works.

A: Great, then to ostend, Wednesday the 21st at 10 a.one thousand.?

B: Yep, that's keen.

A: Great, thanks. I'll send an email to confirm, then yous tin can put it on your agenda.

B: Thank y'all very much.

A: No problem. Cheers, take a wonderful vacation, and I'll run across you when you return.

B: Cheerio

A: Goodbye

Conclusion

At present you're all set with the knowledge of how to make an appointment in English. It'southward not the near difficult chat yous'll accept in English, but there is a distinct set of language and phrases people use in these situations.

Tin you call back of any other phrases you lot would utilize to set up an appointment? Exit a comment below! As ever, for all things English conversation, grammar, or job related visit Magoosh Speaking today!

Jake Puddle

Jake Pool worked in the restaurant industry for over a decade and left to pursue his career as a author and ESL teacher. In his time at Magoosh, he's worked with hundreds of students and has created content that'southward informed—and hopefully inspired!—ESL students all across the globe. Jake records audio for his articles to assistance students with pronunciation and comprehension as he too works every bit a vocalism-over artist who has been featured in commercials and on audiobooks. You can read his posts on the Magoosh blog and see his other work on his portfolio folio at jakepool.net. You lot can follow him on LinkedIn!