Why Does Arranging Meetings in English Always Feel a Bit... Awkward?

Have you ever found yourself in this situation? You want to arrange a meeting with a friend or colleague in English, and even though you've used all the right words, it just feels a bit off when you say it. It's either too stiff, or too informal, and the atmosphere instantly becomes a little awkward.

This isn't actually because your English isn't good; rather, it's because you haven't mastered the 'dress code' of communication.

Picture this: arranging a time is just like choosing the right clothes for different occasions. You wouldn't wear a suit to a beach barbecue, nor would you turn up in a vest and shorts for a formal business dinner.

It's the same with language. Your choice of words is your 'social attire'. Get it right, and communication flows smoothly and is appropriate; get it wrong, and it can easily make others feel uncomfortable.

So today, let's open your 'English wardrobe' and see which 'outfit' you should 'wear' when arranging to meet someone.

Your 'Casual Wardrobe': What to Say to Friends and Acquaintances

When arranging meals or cinema trips with friends and family, the atmosphere is relaxed, so you'd naturally want to feel comfortable and at ease. In these situations, your choice of words should be simple and friendly, just like a T-shirt and jeans.

1. The All-Purpose T-shirt: Are you free?

This is the most common and direct way to ask, much like a versatile white T-shirt.

"Are you free this Friday night?" (Are you free this Friday night?)

2. The Hoodie: Is ... good for you?

This phrase is very colloquial and conveys a warm sense of 'considering your convenience', much like a comfortable hoodie.

"Is Tuesday morning good for you?" (Is Tuesday morning good for you?)

3. The Dynamic Trainers: Does ... work for you?

Here, work doesn't mean 'employment'; it means 'feasible' or 'OK'. It's very flexible and dynamic, like a pair of trainers that go with everything.

"Does 3 PM work for you?" (Does 3 PM work for you?)

These three pieces of 'casual wear' are enough for you to handle 90% of your daily arrangements; they're both authentic and approachable.

Your 'Business Wardrobe': Dressing More Appropriately at Work

When you need to arrange meetings with clients or your boss, or make any formal appointments, 'casual wear' simply won't cut it. You'll need to change into more appropriate 'business attire' to demonstrate your professionalism and respect.

1. The Non-Iron Shirt: Are you available?

Available is the 'business upgrade' of free. It's more formal and professional, like a crisp, non-iron shirt – an essential item for business occasions.

"Are you available for a call tomorrow?" (Are you available for a call tomorrow?)

2. The Tailored Suit: Is ... convenient for you?

Convenient is more polite and courteous than good, fully conveying respect for 'fitting in with your schedule'. This is like a well-tailored suit, making you appear professional and thoughtful.

"Would 10 AM be convenient for you?" (Would 10 AM be convenient for you?)

3. The Elegant Tie: Would ... suit you?

Here, suit means 'to be appropriate for', and it's more refined than work. It's like an elegant tie that instantly elevates the overall tone of your expression. Note that its subject is usually 'time', not a 'person'.

"Would next Monday suit you?" (Would next Monday suit you?)

You see, by simply changing your 'clothes', the entire atmosphere and professionalism of the conversation become completely different.

How to Respond Gracefully?

Whether you're accepting or declining, you can also put on the right 'outfit'.

• Gladly accepting:

  • "Yes, that works for me." (Okay, that time is fine.)
  • "Sure, I can make it." (Of course, I can be there.)

• Politely declining or suggesting an alternative:

  • "I'm afraid I have another meeting then. How about 4 PM?" (I'm afraid I have another meeting then. How about 4 PM?)

The Universal Trench Coat: Let me know

There's one 'outfit' that works for almost all occasions, from casual to business, and that's Let me know.

When you give the other person the choice, using Let me know sounds softer and more polite than Tell me.

"Let me know what time works best for you." (Let me know what time works best for you.)

It's like a classic trench coat: versatile, appropriate, and you can never go wrong with it.

True Communication Goes Beyond Words

Mastering these 'dress code' principles will immediately make your English communication more confident and idiomatic. But we also know that the real challenge often lies in dealing with people from different cultural backgrounds. Sometimes, even if your choice of words is perfectly correct, subtle cultural differences can still lead to misunderstandings.

This is where a clever tool can come in handy. For example, a chat app like Intent, with its built-in AI translation, doesn't just translate word for word; it can also help you bridge those subtle cultural and contextual gaps, making every conversation feel as relaxed and natural as chatting with an old friend.

Next time you need to arrange a meeting in English, don't just blandly translate 'Are you free?'

Think about it: for this conversation, which 'outfit' should you 'wear'?

Is it a casual T-shirt, or a smart shirt?

Get it right, and you'll have mastered the art of communication.