English: Making Appointments

Level: B1. Booking a doctor, a dentist, a haircut or a work meeting runs on a small set of phrases. This lesson gives you the words for arranging a time, the polite questions that offer a slot, and the short sentences you need to confirm, move or cancel an appointment.

By the end of this page you can…

…phone or message to make an appointment, suggest and agree a time politely, confirm the details, and reschedule or cancel when your plans change.

The words you need

An appointment is a fixed time to meet or be seen — at a clinic, a salon, a bank or an office. You make or book an appointment, you confirm it when the time is agreed, you reschedule (move it) if something changes, and you cancel it if you no longer need it.

• Booking verbs: make, book, schedule, set up, arrange an appointment.
• The time words: a slot or a time (a free period), someone’s availability (when they are free), to fit you in (find a slot for you).
• Changing verbs: reschedule, move, put it back, bring it forward, cancel.

Notice the natural pairs: you make an appointment, you ask if someone is free, and you confirm the details at the end.

Asking for and offering a time

The polite core of this lesson is offering a time as a yes/no question so the other person can simply agree or suggest a different one.

Use would and could to sound softer: Would Thursday suit you? is gentler than Is Thursday OK?, though both are correct.

Rescheduling and cancelling

Plans change. The skill is to reschedule rather than simply drop the appointment. Give a short reason — you do not need a long story — and offer a new time.

• Something’s come up. Could we reschedule?
• I’m afraid I can’t make it on Monday. Could we move it to Wednesday?
• Can we push it back to the afternoon? (later) · Can we bring it forward? (earlier)
• To cancel: I need to cancel my appointment on the 5th, please.

A short conversation

Receptionist: Good morning, Bright Dental. How can I help? Caller: Hi, I’d like to make an appointment to see the dentist, please. Receptionist: Of course. Are you free this week? Caller: Would Thursday morning work? Receptionist: I can fit you in at 9:30 on Thursday. Does that suit you? Caller: That’s perfect. So that’s Thursday at half past nine — thank you.

Usage notes

• appointment vs reservation: you make an appointment with a person or service (doctor, hairdresser, bank); you make a reservation for a table, a room or a seat. A restaurant table is a reservation, not an appointment.
• free vs available: Are you free on Tuesday? and Are you available on Tuesday? mean the same; free is more everyday, available a little more formal.
• make it: I can’t make it is a fixed, very common way to say you cannot attend — learn it as a chunk.
• a.m. / p.m.: use these to be clear about morning or afternoon: 2 p.m., not just 2, avoids confusion when booking.
• Softeners: I’m afraid …, Would it be possible to …? and Could we …? make a request or a change sound polite and professional.

Example sentences

Press play and copy the rhythm. These are the exact phrases you will use to arrange a time.

1. I'd like to make an appointment, please.
   The polite way to open the request.
2. I'd like to make an appointment to see Dr Lee.
   Name the person you want to see.
3. Can I book a haircut for Saturday?
   Book works for salons and services.
4. Are you free on Tuesday morning?
   Asking about someone's free times.
5. Do you have anything on Friday?
   Asking what slots are open.
6. Would 3 p.m. work for you?
   Offering a specific time as a question.
7. Does Thursday at ten suit you?
   Another polite way to offer a time.
8. I'm afraid I'm busy in the morning.
   Softly saying a time doesn't work.
9. Could we make it a bit later?
   Asking for a different, later time.
10. Can you fit me in this week?
    Asking them to find a slot for you.
11. That works for me.
    Agreeing to the time offered.
12. Tuesday at ten suits me fine.
    Confirming a time clearly.
13. Something's come up. Could we reschedule?
    Asking to move the appointment.
14. I'm afraid I can't make it on Monday.
    A polite way to say you can't attend.
15. Can we move it to Wednesday instead?
    Offering a new day.
16. Can we push it back to the afternoon?
    Push back means make it later.
17. Can we bring it forward to nine?
    Bring forward means make it earlier.
18. I need to cancel my appointment on the 5th.
    Cancelling clearly and politely.
19. So that's Friday the 10th at two o'clock.
    Confirming the final details back.
20. Thank you — see you then.
    A natural way to close the call.

Quick recap before you practise.

Practice

Practice

Making appointments practice

Try each one, then press Check. No sign-up, nothing is sent anywhere — it all runs in your browser.

1 Which sentence politely opens a request for an appointment?

Give me an appointment. I'd like to make an appointment, please. I want doctor now. Appointment today.

Check

Show answer

I'd like to make an appointment, please. — 'I'd like to make an appointment, please' is the polite, natural opener.

2 Offer a time as a question: '____ 3 p.m. work for you?' (one word)

Check

Hint: a soft modal verb for polite offers

Show answer

Would — 'Would 3 p.m. work for you?' offers a time politely as a yes/no question.

3 Fixed phrase for not being able to attend: 'I'm afraid I can't ____ it on Monday.' (one word)

Check

Hint: a two-word chunk: can't ___ it

Show answer

make — 'I can't make it' is the common fixed way to say you cannot attend.

4 Put the words in order to ask to move an appointment.

rescheduleCouldwe?

CheckReset

Show answer

Could we reschedule ? — 'Could we reschedule?' politely asks to move the appointment.

5 Match each verb to what it does to an appointment.

• book Match for book — choose — agree the final detailsarrange a new onemove it to a new timeremove it completely
• reschedule Match for reschedule — choose — agree the final detailsarrange a new onemove it to a new timeremove it completely
• cancel Match for cancel — choose — agree the final detailsarrange a new onemove it to a new timeremove it completely
• confirm Match for confirm — choose — agree the final detailsarrange a new onemove it to a new timeremove it completely

Check

Show answer

• book → arrange a new one
• reschedule → move it to a new time
• cancel → remove it completely
• confirm → agree the final details

These four verbs cover the whole life of an appointment.

6 You want a restaurant table for Saturday. Which word is correct?

I'd like to make an appointment for a table. I'd like to make a reservation for a table. I'd like to book an appointment table. I'd like a table meeting.

Check

Show answer

I'd like to make a reservation for a table. — A table is a reservation; an appointment is with a person or service.

How to say it

A few of these words trip up English learners — copy the audio, not the spelling.

• appointment stresses the middle: uh-POINT-ment, not the first part.
• schedule has two common pronunciations: SHED-yool (British) and SKED-jool (American); both are correct.
• reschedule keeps the same choice: ree-SHED-yool or ree-SKED-jool.
• p.m. and a.m. are said as two letters: pee-em, ay-em.

Quiz

Check yourself

Making appointments quiz

8 questions · pick an answer and you'll see straight away if it's right.

0/8 0 answered

1. 1Which is the most polite way to offer a time?

   A Come at three. B Would three o'clock work for you? C Three. Yes or no. D You free three.
   Show answer

   Would three o'clock work for you? — Offering a time as a soft yes/no question — 'Would … work for you?' — is the polite choice.

2. 2You cannot attend on Monday. What do you say?

   A I will not come on Monday. B No Monday. C I'm afraid I can't make it on Monday — could we reschedule? D Monday is bad, bye.
   Show answer

   I'm afraid I can't make it on Monday — could we reschedule? — Soften the message and offer a new time instead of a flat refusal.

3. 3'Can we push it back to the afternoon?' means make it…

   A earlier B later C shorter D longer
   Show answer

   later — Push back means move the appointment to a later time.

4. 4'Can we bring it forward to nine?' means make it…

   A later B earlier C longer D the next day
   Show answer

   earlier — Bring forward means move the appointment to an earlier time.

5. 5Which word fits a doctor, not a restaurant table?

   A reservation B appointment C booking a table D seat
   Show answer

   appointment — You make an appointment with a person or service; a table is a reservation.

6. 6What should you do before ending the call?

   A Hang up quickly. B Confirm the final date and time back. C Ask for the price only. D Say nothing.
   Show answer

   Confirm the final date and time back. — Repeating the final details back prevents missed or double-booked appointments.

7. 7Which reply agrees to a suggested time?

   A That works for me. B I don't know. C Maybe not. D Why?
   Show answer

   That works for me. — 'That works for me' clearly accepts the time offered.

8. 8Choose the polite request to find a slot.

   A Fit me in now. B Can you fit me in this week? C I need appointment fast. D Slot. Give.
   Show answer

   Can you fit me in this week? — 'Can you fit me in this week?' politely asks them to find a free slot.

Recap cheat-sheet

Next

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• Next lesson: English: Making Plans & Invitations
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