How do you write an appointment email?

I am trying to schedule multiple 30 minute phone conferences using Outlook. Instead of sending out a blanket email with a list of time slots and then waiting for everyone to respond back then manually schedule individual meetings is there a way I could send out a request with all recipients then the allotted recipients simple chose the time they want to have the meeting? Doodle is a free online appointment scheduler that can be used to book meetings and other events with friends, colleagues and anyone else. Email threads trying to book a large number of appointments can quickly become confusing and trying to mark off available and booked time slots on a piece of paper is not conducive for amendments and changes of plans.

Being able to make, change and cancel appointments is an important skill in business English. Here are some expressions you can use in an email to do this concisely and clearly.

Asking for an appointment

(formal situations)
I would like to arrange an appointment to discuss….
Please would you indicate a suitable time and place to meet?

• It often ends up being a battle royale with clients when setting up the schedule for meetings and team building retreats. I recently blogged about a client with whom I battled for weeks as they insisted in cramming a session for which I needed 3 hours into a 2 hour time slot.
• 'Is the time OK with you?' Or 'Are you OK with the time?' Or any other better way to convey this kind of situation? Q2: If I want to say I can have the meeting at some time, what should I say? 'I'm OK with the time.' Or 'The time is OK with me.' Or any better way to say it? If I want to say 2 o'clock is ok, what should I say? '2:00 is OK with me.'
• I am writing on behalf of House Representative Jesse Walton to set up a meeting with you to discuss the water restrictions in Temple Terrace. He is available to meet at either 10:30 a.m., 11 a.m. Next Tuesday, August 15 at his office, 3278 W. 14th Street, Tampa. Please confirm a meeting time at your earliest convenience.

(neutral)
Would it be possible to meet on (date) at your / our offices to discuss…?

(informal)
Can we meet (up) to talk about…?

Suggesting a time

(neutral)
Would Tuesday suit you?
Would you be available on Tuesday?

(informal)
What about…?
Let’s say…

Agreeing to an appointment

(formal)
Thank you for your email. I would be available to discuss…. on (date) at (time and place).

(neutral / informal)
Tuesday sounds fine. Shall we say around (time) at (place)?

Saying a time is not convenient

(formal)
Unfortunately, I will be away on business during the week of July 6 – 11, so I will be unable to meet you then. However, if you were available in the following week, I would be glad to arrange a meeting with you.

I will be out of the office on Wednesday and Thursday, but I will be available on Friday afternoon.

Cancelling an appointment

(formal)
Unfortunately, due to some unforeseen business, I will be unable to keep our appointment for tomorrow afternoon.

Would it be possible to arrange another time later in the week?

(neutral)
I’m afraid that I have to cancel our meeting on Wednesday, as something unexpected has come up.

Would you be free to meet early next week?

Apologising

(formal)
I apologise for any inconvenience.

(informal)
I’m sorry about cancelling.

Asking for confirmation

(neutral)
Please confirm if this date and time is suitable / convenient for you.

(informal)
Can you let me know if this is OK for you?

Time Slot For Meeting Email

Writing to someone you don’t know

If you don’t know the person, you’ll need to give some background information about yourself or your company.

I am… and I would be interested to meet you to discuss…

I would be grateful if you could indicate a convenient time to meet during this week.

I look forward to hearing from you.

Need to change an appointment on the phone?

Suggest Time Slot For Meetings

See our page on making appointments

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How to find the next or all available free times for a meeting in Outlook?

When creating a new meeting in Outlook, you need to check each attendee’s time for a proper meeting time, but how do you quickly get the next or all available free times for a meeting? This article will introduce the solution.

Find the next or all available free time for a meeting in Outlook

To find out the next or all available free time for a new meeting in Outlook, please do as follows:

1. In the Calendar view, click Home > New Meeting to create a new meeting.

2. In the new Meeting window, click Meeting > Scheduling Assistant. See screenshot:

3. Click the Add Attendees button at the bottom of the window. And then in the Select Attendees and Resources dialog box, please specify attendees in the Required field, and click the OK button. See screenshot:

Propose Time Slot For Meeting

4. Go ahead to click Options > AutoPick > All People and one Resource to find out the next free time for the new meeting. See screenshot:

Notes:
(1) For finding out all free times for the new meeting, please click Options > AutoPick > All People and Resources.
(2) Both Outlook 2013 and 2016 support the AutoPick feature.
(3) You can also get all free times for the new meeting in the Suggested times section on the right Room Finder pane. See right screenshot:

5. Compose the meeting and send it.

Note: This method works well for Exchange accounts in Outlook.

Quickly search and delete duplicate emails in Outlook

With Kutools for Outlook’s Duplicate Emails feature, you can quickly find and delete them from multiple mail folders, or find and delete all duplicates from the selected ones with two clicks in Outlook. Click for 60-day free trial without limitation!

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