With this professional business English email template you'll be able to organize your ideas clearly and use professional language to arrange a business meeting by email.

1. Pro templates
Communicate professionally with
Business English
Email Templates

2. Pro templates
Business Meetings:
Use a professional business
English email to arrange a
business meeting.

3. greeting
clarify the context of the email
state the purpose of the email
state your availability [include unavailable times if
necessary]
request action
end politely and include contact information
sign off
First, organize your email

4. Next, use professional language
Dear ………..,
My name is ………….. I’m the ……… at ……….
We met briefly last week …………………….
I’m going to be in …………. next week and I was wondering whether
it would be possible to arrange a meeting with you to discuss ………
I arrive in ……….. on ……………………. and I’ll be staying for …… days.
I depart for …… on ……………..
I’ll be available to meet anytime on ………. Unfortunately, I have a
tight schedule on ……., but I could meet you on …………. morning.
Would …………. at …………. in your office be convenient?
If this time isn’t convenient, please let me know when you have
time to meet.
I understand that this is a tight schedule and you are busy, but I’d
really appreciate the opportunity to meet. You can reach me at this
email address or on my mobile phone – …………….
Regards,
…………….

5. Then, put them together
greeting Dear ………..,
clarify the context of
the email.
My name is ………….. I’m the ……… at ……….
We met briefly last week …………………….
state the purpose of
the email.
I’m going to be in …………. next week and I was wondering whether
it would be possible to arrange a meeting with you to discuss ………
state your availability
[include unavailable
times if necessary]
I arrive in ……….. on ……………………. and I’ll be staying for …… days.
I depart for …… on ……………..
I’ll be available to meet anytime on ………. Unfortunately, I have a
tight schedule on ……., but I could meet you on …………. morning.
request action Would …………. at …………. in your office be convenient?
If this time isn’t convenient, please let me know when you have
time to meet.
end politely and
include contact
information
I understand that this is a tight schedule and you are busy, but I’d
really appreciate the opportunity to meet. You can reach me at this
email address or on my mobile phone – …………….
sign off Regards,
…………….

6. Now, you have a professional template
Dear [NAME],
My name is [NAME] I’m the [JOB TITLE, COMPANY]. We met briefly [WHERE?] I’m going to
be [WHERE AND WHEN?] and I was wondering whether [ARRANGE A MEETING TO DISCUSS
WHAT?]
I arrive in [WHERE ON WHAT DAY?] and I’ll be staying for [HOW LONG?]. I depart for
[WHERE ON WHAT DAY?]
I’ll be available to meet anytime on [WHICH DAYS?]. Unfortunately, I have a tight schedule
on [WHICH DAY(S)], but I could meet you on [WHICH DAY(S)]
Would [WHEN?] be convenient? If this time isn’t convenient, please [WHEN IS
CONVENIENT?].
I understand [WHAT?], but I’d really appreciate the opportunity to [DO WHAT?]. You can
reach me at [HOW?]
Regards,
NAME
TITLE,
COMPANY
EMAIL ADDRESS

7. Congratulations!
Now you can write a
professional email in
English to arrange a
business meeting!

8. website: www.nextgencorporatelanguagetraining.com
email: info@nextgencorporatelanguagetraining.com
Next Generation professional language training for
success in global business