Arranging to Meet Someone

Arranging to Meet Someone (A practical English lesson for real-life conversations)

Arranging to Meet Someone

Arranging to meet someone may seem simple, but it can be challenging in English. You may know the grammar and vocabulary, but when the time comes, it is easy to forget what to say, such as: “When… we meet?” 

The good news is that English relies on a small set of natural phrases for arranging meetings. Once you learn them, you will sound polite, confident, and natural.

In this lesson, we will cover each stage of arranging to meet someone, from making the initial suggestion to confirming, changing, or cancelling plans politely. These are phrases native speakers use daily in texts, emails, phone calls, and in person.

Making the first suggestion

When arranging to meet, English speakers rarely discuss details immediately. They often begin by gauging interest.

Natural phrases to suggest a meeting

Do you fancy meeting up sometime?

(friendly, informal)

→ Do you fancy meeting up sometime next week?

Would you like to meet for a coffee?

(polite, neutral)

→ Would you like to meet for a coffee after work?

Are you free at all this week?

(very common)

→ Are you free at all this week, or are you too busy?

I was wondering if you’d like to meet up.

(gentle, polite)

→ I was wondering if you’d like to meet up on Saturday.

Tip for learners:

English often sounds more polite with longer phrases. “Let’s meet” is correct, but “I was wondering if…” is warmer and more natural.

Talking about availability

Once the idea is accepted, the next step is to find a suitable time. Flexibility is important at this stage.

Asking about availability

• When works best for you?
• What day suits you?
• Are you free on Friday evening?
• Would sometime next week work for you?

Saying when you’re free

• I’m free most afternoons.
• I’m tied up during the week, but the weekend works.
• I could do Tuesday or Thursday.
• I’m free after six.

Saying you’re busy (politely!)

• I’m a bit tied up this week.
• I’ve got a lot on at the moment.
• I’m afraid I’m not free until Friday.

Notice how often we soften bad news with a bit, at the moment, I’m afraid.

Suggesting a specific time

English speakers like clarity — but not bluntness.

Natural ways to suggest a time

• How about Tuesday evening?
• What about around six?
• Would seven o’clock be okay for you?
• Shall we say Friday at lunchtime?
• How about Wednesday evening? We could meet around seven.

Suggesting a place

Once the time is agreed, it’s time to choose where to meet.

Useful phrases for suggesting a place

• Shall we meet at…?
• How about that café near the station?
• Do you know a good place nearby?
• We could meet outside the cinema.
• Shall we meet at the ctafé on the corner, just opposite the park?

English speakers often add small details to avoid confusion — landmarks, streets, or well-known places.

Agreeing and confirming plans

This stage is crucial. Native speakers nearly always confirm arrangements, especially in writing.

Agreeing naturally

• That works for me.
• Sounds good to me.
• Yes, that’s perfect.
• That should be fine.

Confirming the details

• So that’s Friday at six, then.
• Let’s say seven o’clock at the café.
• Just to confirm — Tuesday at lunchtime?
• Great! So that’s Thursday at 6:30 outside the library.

Changing the plan (politely!)

Life happens. English has many gentle ways to change arrangements without sounding rude.

Useful phrases for changing plans

• Would it be possible to change the time?
• Could we push it back a little?
• Something’s come up — would another day work?
• Any chance we could reschedule?
• I’m really sorry, but something’s come up. Would it be possible to reschedule for tomorrow?

Cancelling without burning bridges

Cancelling is uncomfortable — but English gives us polite tools to do it kindly.

Polite ways to cancel

• I’m really sorry, but I won’t be able to make it.
• I’m afraid I’ll have to cancel.
• Something’s come up at the last minute.

Always add one of these:

• Can we rearrange?
• Let’s do it another time.
• I’ll make it up to you.
• I’m really sorry, but I won’t be able to make it today. Can we rearrange for next week?

Model dialogues

Casual, friendly

• Do you fancy meeting up sometime?
• Yes, sure. When does it work best for you?
• How about Saturday afternoon?
• Perfect — let’s say around four.

Polite and neutral

• Would you like to meet for a coffee this week?
• That sounds lovely. I’m free on Thursday.
• Great — shall we meet near the station?

Final thought

Arranging to meet someone in English isn’t about perfect grammar — it’s about tone, politeness, and rhythm. These phrases give you confidence, flexibility, and that calm, natural sound learners are always aiming for.

Once you master them, you’ll never panic over plans again — whether you’re meeting a friend, a colleague, or someone special. 😉

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