Rescheduling a business meeting over the phone is one of the most common situations you will face in a professional environment. Knowing how to propose alternative times, politely decline a suggestion, and use prepositions of time correctly can make the difference between sounding natural and sounding awkward. This lesson walks through a realistic phone call between two professionals—Chris and John—who need to find a new time to meet after a flight delay disrupts their original plans.
Why did the meeting need to be rescheduled?
Chris is stuck at an airport business lounge because the flight has been delayed. Instead of arriving in London that evening, Chris will arrive the following afternoon [0:44]. This means the original meeting is no longer possible, and both parties need to find a new slot during what turns out to be a very busy week.
John explains that Wednesday won't work because he will only be in the office until noon and then has a business lunch [1:14]. Thursday morning initially looks perfect at 10 o'clock, but John suddenly remembers he has a board meeting in the afternoon and needs to check some figures with his assistant beforehand [1:35]. Friday is tight for Chris too—there is an office-wide meeting to announce and introduce the new GM (General Manager) [2:12]. Chris offers to reschedule that meeting, but John refuses to cause that inconvenience.
How do they finally agree on a time?
John suggests something a little unconventional: meeting during the weekend [2:28]. Both professionals admit that working on weekends is not typical for them, yet sometimes it is necessary. They settle on Saturday at half past ten [2:55]. John proposes discussing things for a couple of hours, taking a lunch break if needed, and continuing the conversation afterwards. This flexible approach shows how professionals negotiate schedules politely and efficiently.
What are prepositions of time and how are they used here?
Prepositions of time tell us when something happens in relation to another event or a point in time. The phone call provides excellent examples [3:28]:
- After: Do you think we could meet after lunch? — indicates a moment following another event.
- Until: I'll only be in the office until noon. — sets a limit, meaning from now up to that point.
- In: How about in the morning? — refers to a general part of the day.
- Before: Before it starts, I need to check some figures. — signals something that happens earlier than another event.
- During: What do you think about trying to meet during the weekend? — means throughout or within a period of time.
These five prepositions cover most scheduling scenarios you will encounter in business conversations.
What useful phrases help you sound professional?
Beyond prepositions, the call is full of polite and practical expressions worth practising:
- I'm afraid we'll need to reschedule our meeting. — a soft way to deliver unwelcome news.
- How about Thursday, then? — a simple structure to propose alternatives.
- Don't be too hasty. — asking someone not to rush into a decision.
- I look forward to meeting you. — a classic closing phrase for professional calls.
- Thank you for being so understanding of the situation. — expressing gratitude for flexibility.
How can you practise scheduling with prepositions of time?
The best way to internalise these prepositions is to write your own sentences about a real or fictional schedule. Describe what you do before work, during lunch, after a meeting, or until the end of the day. Using your own context helps the vocabulary stick far better than memorising rules alone.
Try writing five to eight sentences and share them in the comments section. Do you ever need to work on weekends like Chris and John? How do you feel about it? Discussing real experiences is one of the fastest ways to build confidence in business English.
