Making Arrangements & Plans in English

Speak clearly, confidently, and naturally in real-world situations

Making Arrangements? Planning a meeting? Rescheduling a trip? Confirming a work dinner?

Whether you're booking a flight, arranging a team meeting, or changing last-minute plans, being able to make, confirm, and adapt arrangements smoothly in English is an essential skill in any global workplace.

But for many English learners—even at B1 to C2 levels—these common scenarios can still feel awkward, overwhelming, or full of uncertainty.

If you've ever thought…

“I understand most things, but I still pause too much when I need to book something or change a plan...”
“I don’t know the right expressions for rescheduling or confirming plans without sounding rude.”
“What’s the polite way to say ‘Let’s cancel’ in a professional context?”

You're not alone. And you’re in the right place.
Let’s unlock the vocabulary, idioms, and confidence you need to manage real-life plans—fluently and naturally.

1. Making Arrangements, Scheduling Appointments & Meetings

Planning a meeting in English is more than just choosing a date. It’s about tone, clarity, and flexibility. Whether formal or casual, online or in-person, the right vocabulary makes all the difference.

Key Phrases & Expressions

“Are you free on…?” / “Would [next Thursday at 10am] work for you?”
“Let’s pencil in a meeting for...” (tentative appointment)
“I’d like to schedule a quick catch-up.”
“Let’s lock it in.” (to confirm)
“We’ll touch base before then.” (have a quick follow-up)

Useful Idioms

"Set something in stone" – final and unchangeable.
“Let me know if we can set the time in stone.”
"Cut it close" – nearly miss a deadline or time.
“That might cut it close to the client call.”

🇬🇧 Colloquial & Slang Terms (with context)

“Sort out a time” – to organise
“Let’s sort out a time for next week.”
“Back-to-back” – one after another
“Sorry, I’ve got back-to-back meetings.”

💡Tip: In British workplaces, Making Arrangements, people often soften direct requests with polite modal verbs like “Would you mind…” or “Do you happen to be free...?”

2. Confirming, Cancelling, Rescheduling & Altering Plans

Life happens. Being able to change or check plans without sounding abrupt is a valuable professional skill.

🔁 Confirming Plans

“Just checking we’re still on for tomorrow?”
“Looking forward to seeing you at...”
“Can you confirm the venue/time?”

❌ Cancelling Plans (Politely)

“I’m afraid I’ll have to cancel.”
“Something’s come up on my end.” (informal but common)
“Can we postpone to a later date?”

🔄 Rescheduling Plans

“Would you be open to rescheduling?”
“Can we push the meeting back by an hour?”
“I need to move our call—when suits you?”

🧠 Common Idioms & Phrases

“Call it off” – to cancel
“We had to call off the workshop.”
“Push it back / bring it forward” – move to later/earlier
“Let’s push the meeting back to 3pm.”
“Play it by ear” – decide as things happen
“Let’s play it by ear depending on the weather.”

💡Note: High-context cultures might avoid direct cancellations. Use phrases like “Unfortunately, I won’t be able to…” to stay professional and respectful.

3. Making Travel & Event Arrangements

From booking flights to organising dinners or client events, you’ll need the right expressions to avoid misunderstandings or missed connections.

Travel Phrases

“I’d like to book a return flight to London.”
“Is there flexibility with the travel dates?”
“Can you confirm the itinerary?”
“I’ll need to arrange airport pickup.”

Event Planning Language

“We’re organising a team get-together.”
“Do you have any dietary requirements?”
“Let’s finalise the guest list.”
“The venue is still TBC.” (To Be Confirmed)

Real-World Phrasing & Idioms

“Sort the logistics” – handle practical details
“I’ll sort the logistics for the trip.”
“Nail down the details” – finalise decisions
“We still need to nail down the time and place.”
“In the works” – being planned
“The launch event is in the works.”

🎯Focus on clarity and flexibility. Double check time zones, confirmations, and cultural expectations to avoid miscommunication—especially in cross-border planning.

From Awkward to Authentic: Speak Naturally

You already know grammar. What you need now is the confidence, spontaneity, and real-world language to match your goals.

My program helps you:

✅ Use idioms naturally and appropriately
✅ Sound polite but direct in different cultures
✅ Handle changes with professionalism
✅ Avoid awkward silences or hesitations
✅ Speak clearly and fluently in fast-paced situations
✅ Build real relationships through effective communication

💡Why This Matters

Whether you're managing a global project, relocating abroad, or planning your first business trip, the ability to make, change, and confirm plans in English can make or break your success.

You don’t just want to be understood.
You want to sound professional, reliable, and confident—no matter where you are.

And that’s exactly what we’ll help you achieve.

Schedule Your Free Strategy Session