How to Schedule a Meeting or even a Lesson.

Duration: 50 minutes.

Let’s take a look at today’s lesson

In business and education, time is money. Being clear when you suggest a time saves stress for everyone. Follow these steps to communicate like a pro.

Lesson Key: (L) = Listening (U) = Understanding. (R) = Reading.

1. Asking for a Meeting (Being Direct)

When you ask for a lesson, always include three pieces of information:
Day, Time, and Period (a.m./p.m.).

Structure: Can we have a lesson on [Day] at [Time] [a.m./p.m.]?
Examples:
- “Are you free on Monday at 10 a.m.?”
- “Can we meet on Wednesday at 7 p.m.?”
- “What days are you available this week?”

Avoid being vague:

❌ “Are you free at 6?” (The other person won’t know if it is 6 in the morning or evening).
✅ “Are you free on Thursday at 6 p.m.?”

2. How to Say You Are Not Available

If you cannot make it, be polite but clear. Do not just say “no”—always suggest an alternative to keep the conversation moving.

Polite Refusal: “I’m sorry, I’m not available on Tuesday.”
The “But” Strategy (Suggesting a New Time):
- “I can’t meet on Friday, but I’m free on Saturday morning.”
- “I’m busy at 6 p.m., but I can do 8 p.m. Does that work for you?”

3. Sharing Your Availability (The “Windows” Method)

If you want the other person to choose, give them a “window” (a range of time).

“I’m available from 6 p.m. to 9 p.m. on Monday.”
“I’m free in the morning on Wednesday and Thursday.”
“I’m available all day Friday.”

4. Special Tips for Brazilians 🇧🇷

A. The Tuesday vs. Thursday Trap This is the most common mistake for Portuguese speakers. Use these tricks to never forget:

Tuesday (Day 2): Think of the number TWO. Tuesday starts with “Tu,” just like “Two.” It is the second day of the week.
Thursday (The Long One): Thursday is a longer word and happens later in the week. Think of “Th” for Thunder or just remember it’s the “other” T-day.

B. Stop saying “At night” for schedules In Brazil, we say “7 da noite.” In English scheduling, always use p.m.

Saying “7 at night” is okay in conversation, but “7 p.m.” is the professional standard for calendars and scheduling.

C. Preposition Power Don’t mix these up:

ON for Days: On Monday, On Tuesday.
AT for Times: At 7 p.m., At noon.

5. The Final Confirmation (The Most Important Step)

Before you finish the conversation, always repeat the final agreement to ensure there are no mistakes.

Example:

“Great. So, we have a lesson confirmed for Thursday at 7 p.m. Correct?”

“Perfect. So, we have a meeting confirmed for Thuesday at 11 a.m. Correct?”

Summary Checklist, did you say, did you use, did you confirm?

Did I say the full day?
Did I say the exact time?
Did I use a.m. or p.m.?
Did I confirm the final time at the end?

Next Step: Practice by writing three different invitations for a meeting next week using the “But Strategy” if the time is rejected.