Business Writing

Arranging meetings

Have you ever received an email asking you to attend a meeting, but it didn’t provide all the information? It’s frustrating, and involves extra work for everyone as you check and ask for the missing data.

Remember to always include:
Time and date
Location/venue
What the meeting is about, and preferably an agenda
What they should do if they can’t attend
And remember to ask for anything you need your email recipient to do
When it comes to emails we have formal and informal language we use for different functions. Here are some sentences to help you out.
[table format=1]

 Function Formal Informal
Inviting
  • We would be very pleased if you could come to …
  • I would like to invite you to …
  • I would like to invite you to attend our …
  • Please let me know if you will be able to attend.
  • I’m writing to invite you to …
  • Would you like to come to …?
  • Please let me know if you can make it.
Preparation
  • Before the meeting, it would be useful if you could prepare …
  • It would be helpful if you could bring …
  • Please prepare … before the meeting.
  • Please bring … to the meeting.
Accepting an invitation
  • Thank you for your kind invitation.
  • The date that you suggested is fine.
  • I would be delighted to attend the … meeting. I am sure it will be very useful.
  • Thanks a lot for the invitation.
  • The date’s fine with me.
  • I’d love to come to the meeting. It sounds like a great idea.
Refusing to attend
  • Thank you for your kind invitation. Unfortunately, I have another appointment on that day.
  • Please accept my apologies.
  • I hope we will have an opportunity to meet on another occasion soon. I am sure that the meeting will be a great success.
  • Thanks a lot for your kind invitation.
  • Unfortunately, I have something else scheduled on that day.
  • I hope we can meet up soon.
  • Good luck with the meeting.
[/table]

 

Víš, že v dubnu otevíráme v Praze více než 200 jazykových kurzů v 8 lokalitách i online?

Studovat můžeš s rodilým mluvčím nebo českým lektorem, ve skupině či individuálně.

Rubriky