Meetings in English

week. How about 25 November?
What would be a convenient time for you?
What time would suit you best?
    Where?
Where shall we meet? I would be happy to come to your office if that's more convenient.
I can recommend a quiet restaurant near the city centre that would be easy for us both to reach.
    To be confirmed (TBC)
I need to check back with my colleague about that. Could I get back to you on that this afternoon?
Could I confirm that with you tomorrow when I've spoken to my colleague?
    It's a date
Yes, that's fine. I look forward to seeing you at 3.00 p.m. on 25 November at your office.
That's perfect for me, I can make it then. So let's fix our meeting for 25 November.
    Avoiding confusion with dates
    When dates are written in figures in British English , the day comes before the month. For example, 9 March 2015 becomes 09/03/15. Note that, in US English , the same date is written March 9, 2015 and therefore becomes 03/09/15. Due to these different conventions, it is advisable to write dates out in full.
Useful grammar
    The conditional tense, as in „would“ and „could“, is used frequently in the above phrases. Conditional verbs make questions and suggestions sound open for discussion, rather than fixed and already decided, and therefore lend the suggestion a politer note.
Useful vocabulary
    and yet: und doch
    to suit: (gut) passen
    prospective: künftig
    to get back to sb: zurückrufen, sich melden
    Rescheduling, cancelling or confirming a meeting
    In the interest of informing meeting participants as quickly as possible, it is common to postpone or cancel meetings by telephone or email, especially if this is necessary at short notice. In either case, it is a good idea to give the reason for changing the arrangement if appropriate, and to suggest another time for the meeting to take place.
    Rescheduling
    Examples
Example 1: calling to reschedule a meeting
    A: Hello. This is Sarah from XYZ Com.
    B: Oh, hi Sarah.
    A: I'm calling regarding our meeting on 6 June at two o'clock. I'm afraid I have to ask if we could reschedule the meeting for the same time on 7 June? I'm very sorry to inconvenience you.
    B: That's not a problem. Only, could we make it three o'clock on 7 June instead?
    A: Yes, that's fine. Thank you for being so flexible. I look forward to seeing you at three o'clock on the 7th.
    B: Okay, see you then. Bye bye!
    A: Thanks again. Bye!
Example 2: postponing a meeting by email
    Subject: postponement of project meeting of 20 December
    Dear Steve
    Unfortunately it is necessary for me to change the arrangement we made for next Monday due to the rail strike that has been announced for next week. Please let me know what alternative day and time would be convenient for you.
    I apologise for changing our arrangement at such short notice and look forward to hearing from you with regard to an alternative date and time.
    Best regards
    Simon
Useful phrases
I'm very sorry, but I'm afraid I have to postpone our meeting of next week, as I've been called to an urgent meeting at our head office. Would it be possible for us to meet the week after instead?
I'm afraid I've been called away on urgent business next week, which unfortunately means that we have to reschedule the meeting we arranged for next Tuesday. Would any other days next week be convenient for you?
I was wondering if it would be possible to bring the meeting forward by a week/postpone the meeting until the week after?
    Cancellation
Useful phrases
I'm very sorry, but I'm afraid it is necessary to cancel our meeting of next week until further notice.
Due to unforeseen complications with the draft contract we are obliged to cancel next week's meeting.
I very much regret to inform you that we have no other option but to cancel our meeting in Salzburg on Friday.
    Confirming a meeting
    It is a good idea to confirm an arrangement – especially one made by telephone – in writing. This also provides a good opportunity to give visitors travel directions if necessary.
    When you write or email to confirm a meeting, it is recommended to send out travel directions and/or a map for reaching the meeting destination, so as to give your business partner plenty of time to make travel arrangements. See „Hands-on organisation“ (p. 22) for tips on giving directions.
    Examples
Example 1: confirming a meeting by email
    Subject: marketing proposal meeting on 25 November
    Dear Mr Smith
    Following our telephone conversation of this afternoon, I am pleased to confirm our