Requesting an appointment by email in Japanese

The idea

Give the subject and recipient, introduce yourself, and state the purpose. Offer specific dates and times, then use ご都合はいかがでしょうか to ask about availability. いただけますと幸いです softens a request for a reply.

Examples

• 件名けんめい：面談めんだんのお願ねがいSubject: Request for an appointment
• 田中たなか先生せんせい、Dear Professor Tanaka,
• ゼミの学生がくせいの山田やまだです。I am Yamada, a student in your seminar.
• 研究けんきゅうテーマについて、先生せんせいにお話はなしを伺うかがいたいです。I would like to speak with you about my research topic.
• １５日にち火曜日かようびの１４時じ、または１６日にち水曜日すいようびの１０時じはご都合つごういかがでしょうか。Would you be available on Tuesday the 15th at 2 p.m. or Wednesday the 16th at 10 a.m.?
• ご都合つごうのよい時間じかんをお知しらせいただけますと幸さいわいです。I would be grateful if you could let me know a convenient time.

Watch out

Do not treat a proposed time as a confirmed appointment. Include dates and times clearly, and check the recipient’s title and your own name before sending.

Try it yourself

1. 件名けんめい：＿のお願ねがい（面談めんだん／野菜やさい）

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   面談

   面談 means a meeting or consultation, so 面談のお願い clearly states the purpose of the subject line.

2. １５日にちの１４時じ＿お会あいできますか。（に／を）

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   に

   に marks the time at which the proposed meeting would take place.

3. お知しらせ＿と幸さいわいです。（いただけます／食たべます）

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   いただけます

   いただけますと幸いです politely asks the recipient to let you know; it does not confirm a time.

Use it today

Draft an appointment email with a subject, introduction, purpose, two possible times and a polite request for a reply.