You need to talk with a colleague, client or supplier, but first you need to find a time that works for everyone.
You do not need complicated business English.
Start clearly:
“Can we schedule a meeting for next week?”
Musisz porozmawiać ze współpracownikiem, klientem lub dostawcą.
Najpierw trzeba znaleźć termin, który wszystkim odpowiada.
Możesz zacząć prosto:
„Czy możemy umówić spotkanie na przyszły tydzień?”
A good meeting arrangement usually follows this pattern:
purpose → availability → suggested time → confirmation.
“Tuesday works for me.”
Great. Confirm the exact time and whether the meeting is online or in person.
“I’m not available then.”
No problem. Ask:
“What time would work better for you?”
10 useful English phrases for arranging a meeting
| English | Polish / Polski |
|---|---|
| Can we schedule a meeting? | Czy możemy umówić spotkanie? |
| Are you available next week? | Czy jesteś dostępny w przyszłym tygodniu? |
| How about Tuesday at 10 a.m.? | A co powiesz na wtorek o 10:00? |
| Does that time work for you? | Czy ten termin ci odpowiada? |
| Would you prefer an online meeting? | Czy wolisz spotkanie online? |
| Can you confirm the time? | Czy możesz potwierdzić godzinę? |
| Could we move it to another time? | Czy możemy przełożyć spotkanie na inną godzinę? |
| What time would work better for you? | Jaka godzina byłaby dla ciebie lepsza? |
| I’ll send a calendar invitation. | Wyślę zaproszenie w kalendarzu. |
| Looking forward to speaking with you. | Czekam na naszą rozmowę. |
A realistic business conversation
Fictional practice dialogue / Dialog ćwiczeniowy
Colin:
“Can we schedule a meeting for next week?”
Colin:
„Czy możemy umówić spotkanie na przyszły tydzień?”
Anna:
“Sure. Tuesday or Wednesday would work for me.”
Colin:
“How about Tuesday at 10 a.m.?”
Anna:
“That works. Would you prefer to meet online or in person?”
Colin:
“Online would be easiest. I’ll send a calendar invitation.”
Anna:
“Perfect. See you Tuesday.”
Notice that the conversation is short.
They
find a day, agree on a time, choose the meeting format and confirm the next step.
If the proposed time does not work
“I’m sorry, I’m not available then.”
“Could we move it to the afternoon?”
“Would Wednesday work instead?”
“What time would be better for you?”
“Let me check my schedule.”
Problem → Need → Request
Problem:
We need to discuss the project, but we do not have a meeting arranged.
Need:
I need to find a time that works for everyone.
Request:
“Are you available next week for a short meeting?”
Problem: Musimy omówić projekt, ale nie mamy jeszcze ustalonego spotkania.
Potrzeba: Muszę znaleźć termin, który wszystkim odpowiada.
Prośba: „Czy masz czas w przyszłym tygodniu na krótkie spotkanie?”
Useful meeting vocabulary
| English | Polish / Polski |
|---|---|
| meeting | spotkanie |
| schedule | umówić / zaplanować |
| available | dostępny |
| time | godzina / czas |
| date | data / termin |
| location | miejsce |
| video call | wideorozmowa / spotkanie online |
| calendar invitation | zaproszenie w kalendarzu |
Build the meeting step by step
1. Explain the purpose
“I’d like to discuss the next stage of the project.”
2. Ask about availability
“Are you available next week?”
3. Suggest a specific time
“How about Tuesday at 10 a.m.?”
4. Confirm the details
“Great. I’ll send you a calendar invitation.”
Before you send the invitation
- Confirm the correct day and time.
- Confirm whether the meeting is online or in person.
- Include the purpose of the meeting.
- Make sure everyone knows where to meet or which link to use.
- Include any documents that should be reviewed beforehand.
- If something changes, tell everyone as early as possible.
Your four-round speaking mission
-
Start:
“Can we schedule a meeting for next week?” -
Suggest:
“How about Tuesday at 10 a.m.?” -
Confirm:
“Does that time work for you?” -
Finish:
“Perfect. I’ll send a calendar invitation.”
Practise the four stages aloud.
Then change the day, time and meeting format.
Surprise round:
The other person says:
“I’m not available Tuesday.”
Respond:
“No problem. Would Wednesday work instead?”
A few useful answers
Is “Can we schedule a meeting?” professional?
Yes.
It is clear, normal professional English.
Should I suggest a specific time?
Usually, yes.
It makes the conversation easier:
“How about Thursday at 2 p.m.?”
What if I need to change the meeting?
Say:
“Could we move the meeting to another time?”
Then suggest an alternative.
How do I finish the arrangement?
Confirm the next action:
“Great. I’ll send the calendar invitation.”
