Arranging & Rearranging Meetings

B1 level  ·  40-minute interactive lesson

Stock image of one person sitting at a desk and speaking on the phone
Lesson preview

Arrange, confirm, and rearrange meetings with confidence

This lesson helps learners practise professional scheduling language, polite question forms, and realistic meeting changes. The image gives the page a more modern business feel.

B1CEFR level
40 minInteractive lesson
6 stagesMeeting practice
1
2
3
4
5
6
Stage 1 — Warm-up
Meetings in English
5 minutes · Discussion & context setting

Discuss with your partner:

1. How do you usually arrange meetings — by phone, email, or in person?

2. Have you ever had to cancel or change a meeting at the last minute? What did you say?

3. What is important when rearranging a meeting? (Think about: politeness, reason, new time)

Teacher note: Elicit phrases students already know. Ask: what's the difference between "cancel" and "postpone"? Between "free" and "available"? Write key vocabulary on the board before starting.

Today's scenario — use these diaries to arrange and rearrange a meeting:

Student A — Sarah Chen (Project Manager)
Mon 9:00Busy
Mon 14:00Free
Tue 10:00Free
Tue 15:00Busy
Wed 11:00Free
Wed 14:00Busy
Student B — Marco Ricci (Sales Director)
Mon 9:00Free
Mon 14:00Busy
Tue 10:00Busy
Tue 15:00Free
Wed 11:00Free
Wed 14:00Free
Phone call Business English Rescheduling included
5 min
Stage 2 — Vocabulary
Key meetings vocabulary
10 minutes · Gap-fill exercise
Click a word, then click a blank to fill it. Hover over a word to see its definition.

Complete the sentences with the correct word from the box.

10 min
Stage 3 — Functional language
Useful phrases for meetings
8 minutes · Study & practise
8 min
Stage 4 — Question forms
Meetings question forms drill
10 minutes · Multiple choice quiz
10 min
Stage 5 — Role play
Arranging the meeting — then rearranging it
12 minutes · Pair work · Two rounds
How to use: This role play has two parts. Part 1: arrange the meeting. Part 2 (a few days later): Student A needs to rearrange it. Use the diaries from Stage 1 to find a time that works for both.
12 min
Stage 6 — Summary
Lesson complete!
5 minutes · Review & feedback