Vocabulary for organising meetings in an email
In this section, you will learn more phrases you can use to organise meetings in an email.
Start with a greeting:
Dear Mr Smith,
Good morning John,
Hi Susan, (informal)
After the greeting, you can say:
I’d like to / I’m writing to
have/ arrange / set up / organise / propose / call a meeting…
Reminder – Don’t forget that the first word after the greeting starts with a capital letter.
Follow with your reason for having a meeting, which might be:
to have an update on the project
to discuss where we’re at with the project / task
to discuss our strategy / plans
to clarify our policy on / our response to …
to prepare for the visit/ exhibition / conference
to finalise details / preparations for …
to establish guidelines / our procedure for …
to examine our financial position
to review our options / our spending / our budget / our policy on…
State the place of the meeting, the date and the time
The meeting will be held
The meeting will take place
at/in (place)
For eg.: at BMW / in my office / in room 42b
on (date of meeting)
at (time), for (length of meeting) / from (time) to (time)
For eg.: at 2pm for 2 hours / from 2pm to 4pm
To organise a meeting with a group of people with whom you don’t share a common calendar, make sure you propose a few dates and use the following vocabulary
I would like to propose the following dates, please let me know which dates are suitable to you.
These are the dates I’m available, let me know if you are available on these dates too.
These are the only dates we can have the meeting, please let me know which are possible for you.
It is always good practise to send the topics to be discussed or the agenda, in the email, you can use the following phrases:
Please find following the subjects to be discussed
The topics we will discuss about are as follows
We will discuss the following points
Please find attached the agenda for the meeting.
TIP: Use bullet points to separate each subject to make your email clearer to read
If there are a few topics to discuss, it is better to put it in a separate agenda and say:
Please find attached the agenda
You can find the agenda attached to this email
To ask if the participants will attend, you can use one of the following phrases:
Please confirm your attendance
Please confirm that you can attend
Please let me know if you can attend
I hope you’ll be free to attend
End the email with:
I look forward to seeing you (all) then
Looking forward to seeing you (all)
And the appropriate greeting
Kind regards
Best regards
Best wishes
(To learn more about email greetings, you can take our course on “Successful Email Communication “)