How to Make an Appointment in English
Have you ever felt nervous about booking an appointment in English? Whether it’s a doctor’s appointment, a dental check-up, or a haircut, formal conversations can feel overwhelming. But with the right phrases and a little practice, you can make an appointment with confidence— either face to face or on the phone—without stress. Let’s break it down step by step.
Why formal English can feel different
Formal conversations can feel more challenging than everyday ones – even if you’re confident in English. When you need to make an appointment, it can be easy to overthink your words or to hesitate.
This happens because formality often makes us second-guess ourselves. Instead of using natural phrases, we pause, panic, or fall back on using simpler words – almost like we’re learning English all over again!
The good news? You don’t need complicated language to sound professional. In the next section, we’ll break down appointment conversations into simple steps, so you can feel more prepared when it’s time to make your next appointment.
Breaking down appointment conversations
Starting the conversation: Key phrases
A polite greeting sets the tone. Try:
- “Good morning, I’d like to make an appointment.”
- “Hello, I’m calling to book an appointment.”
- “Hi, is this the right number to schedule an appointment?”
Requesting an appointment: Key phrases
Be clear about what you need:
- “I’d like to book a doctor’s appointment for next week.”
- “Can I schedule a dental check-up?”
- “Do you have any availability for a haircut this Saturday?”
Confirming the details: Key phrases
Always double-check the time and location:
- “Just to confirm, my appointment is scheduled for Tuesday at 10 AM?”
- “Could you please repeat the appointment time?”
- “Please could you send me an appointment reminder email?”
Rescheduling or cancelling and appointment: Key phrases
If plans change, be polite and direct:
- “I need to reschedule my upcoming appointment. Do you have any other times available?”
- “I’m unable to attend, can I cancel our meeting and rebook later?”
- “Could you update my appointment reminders with the new time?”
How to make an appointment in English: Real-life examples
How to make an appointment with a doctor
Doctors’ offices often ask for details about your symptoms or the reason for your visit. Be ready to give basic information.
Example conversation:
Receptionist: “Good morning, how can I help you?”
You: “Good morning, I’d like to make an appointment with Dr. Smith.”
Receptionist: “What is the reason for your visit?”
You: “I have a sore throat and would like to see a healthcare professional.”
Receptionist: “Your appointment is scheduled for Tuesday at 10 AM. Can I take your phone number to send an appointment reminder email?”
You: “Sure, it’s 123-456-7890. Thank you!”
How to make a dental appointment
Dental appointments often require you to specify whether you need a routine check-up, a cleaning, or treatment for an issue like tooth pain. If you’re unsure, describe your symptoms, and the receptionist will guide you.
Example conversation:
Receptionist: “Hello, City Dental. How can I help you?”
You: “Hi, I think I need a filling. My tooth has been hurting for a few days.”
Receptionist: “I see. We can schedule a check-up first to assess the issue. Would you like the earliest available appointment?”
You: “Yes, please. Do you have anything this week?”
Receptionist: “We have an opening on Thursday at 10 AM?”
You: “I’ll take that, thank you.”
Receptionist: “Your appointment is scheduled—can I send you an appointment reminder email?”
You: “Yes, that would be great. Please send it to my email address, email@example.com.”
Receptionist: “Got it. If you need to cancel or reschedule, just give us a call.”
How to book a hair appointment
When booking a hair appointment, it’s important to be clear about what service you want – whether it’s a haircut, colour, or styling. Some salons may also ask if you have a preferred stylist.
Example conversation:
Receptionist: “Hello, Bella’s Salon. How can I help?”
You: “Hi, I’d like to make an appointment for a haircut and blow-dry this weekend.”
Receptionist: “Of course! Do you have a preferred stylist?”
You: “Yes, I’d like to book with Alex if he is available.”
Receptionist: “Alex is free on Saturday at 3 PM. Should I confirm your appointment?”
You: “Yes, please.”
Receptionist: “OK, that’s all booked for you.”
(Want to feel more confident at the salon? Watch our video on how to get what you want at the hairdresser and read our blog on essential English vocabulary for getting a haircut.)
How to stay confident when booking an appointment
Remember key phrases: Memorising a few essential expressions can help you stay calm.
Visualise the conversation: Before making an appointment, imagine how the conversation will go. Thinking about possible questions and responses can help you feel prepared.
Keep It simple but formal: Formal English doesn’t mean complicated words. Clear, polite language is always best. Instead of long sentences, use direct phrases.
Practice out loud: Speaking your phrases out loud before a real conversation can help you sound more natural. Try practicing with a friend or recording yourself.
Want to keep improving your English speaking skills?
Speaking formally in English can feel challenging, but the more you practice, the more natural it becomes.
British Council English Online offers expert-led courses designed to build your confidence, improve your communication skills, and help you speak English fluently in real-life situations. Explore our courses and start your learning journey today!
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