{"id":2176,"date":"2020-08-13T15:17:28","date_gmt":"2020-08-13T19:17:28","guid":{"rendered":"https:\/\/linguix.com\/blog\/?p=2176"},"modified":"2023-05-23T02:12:47","modified_gmt":"2023-05-23T06:12:47","slug":"how-to-write-an-effective-and-polite-appointment-email","status":"publish","type":"post","link":"https:\/\/linguix.com\/blog\/how-to-write-an-effective-and-polite-appointment-email\/","title":{"rendered":"How to Write an Effective and Polite Appointment Email"},"content":{"rendered":"\n<p>In many roles, <a href=\"https:\/\/www.skylinesocial.com\/predictable-sales-appointments\/\" target=\"_blank\" rel=\"noreferrer noopener\">making appointments<\/a> is a fundamental part of the job. Very often the appointment must be organized via email, or in another written form.<\/p>\n\n\n\n<p>Doing this, in English, is relatively simple as long as you are familiar with the common expressions that are used. The other thing to remember is that there are various forms of formality available in the English language, so it is always important to select the language that is most appropriate for the situation.<\/p>\n\n\n\n<p>Here are the various steps, and associated language, required to make an appointment in English. Always think about the suitable formality required in the message. That formality can be generally categorized as follows:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Formal<\/li>\n\n\n\n<li>Neutral<\/li>\n\n\n\n<li>Informal<\/li>\n<\/ul>\n\n\n\n<p>If you are unsure what level of formality to go for, then a neutral approach is always best. Sometimes the neutral language is similar, if not the same, as the formal language, and sometimes even the informal language.<\/p>\n\n\n\n    \n\n\n\n<h2 class=\"wp-block-heading\"><strong>Starting the email<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 Dear Mr. \/ Ms. \/ Mrs. <em>surname<\/em> or Dear Sir or Madam<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 Dear <em>first name<\/em><\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 Hi <em>first name<\/em><\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Breaking the ice<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 No ice breaker, just straight to business<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 I hope this email finds you well<\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 How\u2019s life?<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Requesting an appointment<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 May I ask permission to meet with you in person?<\/p><\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 Would it be possible for us to meet?<\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 Could we meet to discuss it?<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Suggesting a time<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 I would like to propose a meeting at 2pm on March 7<sup>th<\/sup>.&nbsp;<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 I\u2019d like to suggest a meeting at 2pm on March 7<sup>th<\/sup>.&nbsp;<\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 How about meeting up at 2pm on March 7<sup>th<\/sup>?<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Accepting an appointment<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 Thank you for the invitation to discuss ____. I gladly accept your proposed meeting time.<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 That time and date is suitable, thank you.<\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 Sounds great, see you then.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Apologising and rejecting an appointment<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 I regret to inform you that I will be unavailable to attend at that time\/date.<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 Apologies, but I will be unavailable at that time\/date.<\/p><\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 No, can do I\u2019m afraid!<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Requesting a change in appointment<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 Due to unforeseen circumstances I must request a change of date\/time for our appointment.<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 Unfortunately I need to change the date\/time of our appointment.<\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 Something\u2019s come up, is there another date\/time that you can do?<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Finishing the email<\/strong><\/h2>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p><span style=\"color:#0693e3\" class=\"color\">Formal<\/span> \u2013 I look forward to our meeting. Yours sincerely<\/p>\n\n\n\n<p><span style=\"color:#00d084\" class=\"color\">Neutral<\/span> \u2013 I look forward to seeing you soon. Warm \/ Kind \/ Best regards.<\/p>\n\n\n\n<p><span style=\"color:#f78da7\" class=\"color\">Informal<\/span> \u2013 See you soon \/ cheers<\/p>\n<\/blockquote>\n\n\n\n<figure class=\"wp-block-pullquote\"><blockquote><p>If you write a lot of appointments via email, use our <a href=\"https:\/\/linguix.com\/snippets\">Snippets feature<\/a> to speed up your writing!<\/p><\/blockquote><\/figure>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-large\"><img decoding=\"async\" src=\"https:\/\/habrastorage.org\/webt\/fj\/bc\/pd\/fjbcpdvwipuas3-kwvn3ydz2hl0.gif\" alt=\"\"\/><\/figure><\/div>\n\n\n<h2 class=\"wp-block-heading\"><strong>Other things to remember when writing emails<\/strong><\/h2>\n\n\n\n<p>Here are some other important points to remember:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Emojis are always informal.<\/strong> They can be nice to use in business emails on occasion, but only when you have already established a relationship with that person.<\/li>\n\n\n\n<li><strong>In English, first names are generally used (and not last names).<\/strong> However, it is always best to follow the lead of the person you are communicating with in this regard.<\/li>\n\n\n\n<li><strong>Being very direct in English can often seem aggressive and a little impolite<\/strong>. However, if someone is writing in a language that is not their native tongue, then it is always good to consider that your interpretation may not be what was intended.<\/li>\n\n\n\n<li><strong>It is always possible that some feeling or emotion can be lost in writing<\/strong>. If you feel that the communication has not been received as you would have intended it, then pick up the phone. Sometimes things can be lost in written text.<\/li>\n<\/ul>\n\n\n\n\n\n\n\n\n\n","protected":false},"excerpt":{"rendered":"<p>In many roles, making appointments is a fundamental part of the job. Very often the appointment must be organized via email, or in another written form. Doing this, in English, is relatively simple as long as you are familiar with the common expressions that are used. The other thing to remember is that there are [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":2177,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[9],"tags":[687,479,12],"class_list":["post-2176","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-writing","tag-appointment-email","tag-email","tag-writing"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.8 (Yoast SEO v24.8.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Write an Effective and Polite Appointment Email - Linguix Blog<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/linguix.com\/blog\/how-to-write-an-effective-and-polite-appointment-email\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to Write an Effective and Polite Appointment Email\" \/>\n<meta property=\"og:description\" content=\"In many roles, making appointments is a fundamental part of the job. 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