Business meetings are pivotal in communicating one’s ideas and understanding those of others. For non-native speakers in American business contexts, proficiency in English ensures that their ideas are effectively presented and comprehended.
English is often referred to as the global lingua franca, especially in the business world. This means that even in international contexts, English is frequently the default language for communication.
Non-native speakers leading or participating in English business meetings can benefit from Business English skills, which facilitate effective communication in professional settings such as meetings, negotiations, presentations, and even casual conversation.
The below sections contain information and tips to help you navigate business meetings and similar professional engagements in English.
Greetings and small talk (in person)
Before everyone has arrived:
Hi/Hello/Hey! Good morning/afternoon/evening, [name].
Thanks for meeting with/joining me/us today.
Let’s give everyone a few more minutes to arrive.
How are you?
How was your day/morning/week/weekend? / How has your day/morning/week been? / How is your day/morning/week going so far?
Did you have a good weekend?
After all attendees have arrived:
Good morning/afternoon/evening, everyone.
Thanks for meeting with/joining me/us today.
How is everyone (doing)? / I hope everyone is doing well.
Did everyone have a good weekend?
Has everyone had a good morning/day/afternoon/week (so far)?
Greetings and small talk (virtual)
Hi/Hello/Hey! Good morning/afternoon/evening, [name].
Thanks for meeting with/joining me/us today.
Are we/you waiting for anyone else to join?
Let’s give everyone a few more minutes to join.
How are you?
How was your day/morning/week/weekend? / How has your day/morning/week been? / How is your day/morning/week going so far?
Did you have a good weekend?
How is the weather where you are? I’ve heard it’s been very hot/cold/rainy.
After all attendees have arrived:
Good morning/afternoon/evening, everyone.
Thanks for meeting with/joining me/us today.
How is everyone (doing)?
Did everyone have a good weekend?
Has everyone had a good morning/day/afternoon/week (so far)?
Hello. Are we all on/here/logged in?
Are we waiting for anyone else?
Can everybody hear me (alright/okay)?
Find more detailed information on small talk here.
Transitioning from small talk to agenda
It looks like everyone is here, so I’ll get started. / … so let’s get started.
If everyone is ready, let’s begin by introducing ourselves. I’m [my name]. / Why don’t we begin with some quick introductions. I’m [my name].
Okay, let’s get started.
So, let’s talk about today’s objectives.
Today, I’d like to outline/review/discuss/wrap up/kick off our plans for…
In this presentation, I’ll discuss…
In today’s meeting, we will be reviewing/discussing/organizing/planning…
Today I’m going to walk you through our…
… I will share an updated version of…
First, I’ll start with some general information about…
Then, we’ll go over…
Then, I’ll provide some updates on…
We’ll conclude with a quick review of…
We’ll wrap up with discussion about…
Transitioning between topics and/or information
Now we are going to move on to our (current/upcoming/past/new/revised) objectives/action items/tasks/goals…
In this next slide you will see the/a/our graph/chart/report/list of…
Here we have a/our/the…
Here you can see that…
I would now like to show you…
As you can see in this/the/our next graph/chart/report/list of…
Tip: So… (“So” is a very common and natural transition word. You can often transition in a more casual setting simply by saying, “So…” followed by a phrase to introduce your next topic or item. Transitioning in this way is somewhat casual, but is appropriate in many contexts.)
So, this is the/a/our graph/chart/report/list of…
So, now let’s take a look at…
So, our next item is…
So, here we have…
So, you can see here that…
So, our growth for F22…
Tip: In many cases, a transition phrase is not entirely necessary. For example, we can move between multiple topics/subtopics in the following way:
This graph shows our gross revenue from January to March…
(change presentation slide)
… and this is a detailed view of the gross revenue for the month of March, after we rolled out our new marketing campaign.
(change presentation slide)
In November of this year, we will go live with our updated brand design features which you can see here.
Rephrasing, emphasizing, and supporting
For example, …
By ___, I mean… / What I mean is… / What I mean by ___ is…
An example of _ is…
To clarify, …
To be more specific, …
I want to emphasize/stress/point out/highlight…
I’d like to emphasize…
The critical/crucial/fundamental/essential point is…
In other words, …
That is to say, …
To put it another way,…
What I’m suggesting is…
What I meant to say is…
Let me put it another way…
Opening the floor to discussion and/or questions
So, let’s open this up for some discussion…
Now I would like to get your feedback on/about…
Does anyone have any questions or comments about…?
I am curious to know what you/everyone/the accounting team/management think(s) of…
I’d like to know your/everyone’s thoughts on…
From your perspective/point of view, what (do you think) would be the best course of action…
Requesting opinions or participation
What do you think about ___? / What does everyone think about ___?
I’d like to know (everyone/someone)’s opinion about ___.
Why don’t we reach out to (someone) to hear their thoughts about this.
Let’s consult with (our other group members/management/the client) before proceeding.
Offering input, thoughts, and opinions
As I understand it, …
It seems to me…
I imagine…
As far as I know, …
I (think/believe)…
I’m pretty (sure/certain/convinced) that…
I’d like to (say/point out/add)…
I’m positive/sure/certain/convinced that…
Before we go on, I would like to add/ask… / Before we move on, I would like to add/ask…
I’d like to add something.
(Someone) said __, and I’d like to add…
May I interrupt for a moment?
I’d like to comment on that.
May I add something?
I have a question about that, if I may.
Taking an unexpected break (in person)
I’m sorry to interrupt, but…
I apologize for the inconvenience, but…
I’m sorry…
Please excuse me…
I need to step away/step out/go to (a place)/run to my desk for a few minutes/a moment.
I need to leave for a few minutes/a moment. I will be right back.
Hi. Thank you for your patience.
Hello. Thank you for waiting.
Taking an unexpected break (virtual)
I’m sorry to interrupt, but…
I apologize for the inconvenience, but…
I’m sorry…
Would you please excuse me…
I need to step away from the call/go to (my desk/office)/run to my desk for a few minutes/a moment.
I need to leave the call for a few minutes/a moment. I will be right back.
Hello, I am back. Thank you for your patience.
Hi, it’s [my name]. I’m back (online). Thank you for waiting.
Asking for clarification
I’m not sure that I understand.
I’m not sure (that) I know what you mean.
I don’t quite follow you.
I didn’t quite hear you. (if too quiet)
Sorry, I didn’t catch that last bit. (if too quiet)
Followed by…
Could you say that again, please?
Could you rephrase that?
Could you say that another way?
Could you be more specific (about ___)?
Could you elaborate (on ___)?
Can you give me an example (of ___)?
Would you mind spelling that for me, please?
Could you tell me what you mean by ___?
When you say ___, do you mean ___?
(Example: When you say “a startup,” do you mean “a new company in its early stages”?)
When you say ___, do you mean ___?
What do you mean? / Could you explain what you mean?
Could you tell me more about what you mean when you say ?
Could you clarify (a term/a phrase/a detail)…?
Could you repeat that?
Could you explain that (in more detail)?
Could you elaborate on a bit? (add more detail/expand on your statement)
What’s the difference between X and Y?
In other words, you’re saying…
If I understand you correctly, you’re saying…
Followed by…
Oh, okay, I get it now. Thank you for explaining.
Oh, that’s a great example. Thank you, I understand now.
I think I see what you mean. Thanks!
Asking for help or information
Could you tell me where I can find the document/someone’s contact information/etc…?
Could you tell me who I can get in touch with to get the logs/reports/history/approvals?
Would you mind sitting down with me for a few minutes this week to show me how to use the scheduling software/walk through the project timeline/etc…?
Could we connect again on Wednesday to review the status of the project?
Could you tell me a bit about the work schedule/the team structure/the project timeline?
Offering to help
Does anyone have any more questions?
Please let me know if there is anything I can do to help!
Feel free to shoot me an email/text me/give me a ring if you ever need a hand with (a task).
I am happy to lend a hand with that.
Can I help in any way?
Is there anything I can do to help (with that)?
Thanking
Thank you so much for joining today’s call.
I appreciate everyone’s help today.
I will have updates for you before the weekend.
I look forward to seeing you again at our next meeting.
Thank you so much for your help with…, I really appreciate it.
Thanks for your recommendation last week! The restaurant was great.
Hey, I just want to thank you for always helping me out. Seriously, it means a lot to me.
Apologizing
Excuse me. I didn’t mean to interrupt you. Please, go on.
I apologize for the inconvenience/interruption/confusion.
I am sorry, please excuse me. / … please excuse the interruption/the error.
Agreeing
I think that’s a (wonderful/brilliant/very good/good/great) plan.
I agree with (someone)’s (point/idea/conclusion) because…
That’s a (really) good point.
I think (someone) has the right idea.
I (completely/totally) agree.
I fully support that (position/stance/plan/idea).
Disagreeing
Tip: Show you are listening. This can most simply be done by briefly restating what the other person has said in your own words and, ideally, restating their reasons for their position. If possible, show that you understand why the other person came to their conclusion or has their perspective.
I hear you. What you are saying makes sense, too. On the other hand…
I understand where you’re coming from. However, I do/don’t think that…
I see what you are saying (about ___), but I think it’s important that we also take ___ into account.
I do understand that perspective, however…
While I can understand that perspective, I think…
I’m sorry, but I disagree (on that point/with that conclusion) because…
I’m afraid I disagree (somewhat/entirely/totally) because/due to the fact that…
I see your point about ___, but/however…
I don’t think that’s (a good idea/a good solution/the most helpful option/the most practical solution) because…
That may not be (the best idea/the best solution/the most helpful option/the most practical solution) because…
I agree in part. / I agree with the first part of what you are saying. However,…
I agree (with you/that) in one context. However,…
Refocusing on the topic or agenda
The below examples are somewhat firm, but often necessary when the topic strays. However, the “firmness” can be softened a great deal with a friendly facial expression and tone of voice.
Let’s circle back around to discuss _ at a later time, and refocus now on (the topic of focus)
I think we’re getting (a little) off topic. (firm and somewhat argumentative)
Could we go back to…?
That’s a really good point. Let’s follow up about that soon, and for now we can return to the topic at hand.
Planning follow-up meetings
Are you available to meet again next week?
When are you available for a follow-up discussion?
Are you free next Wednesday to meet again?
Do you have time to reconvene next week and review our progress?
Excellent, let’s plan on Wednesday. I look forward to seeing you then.
Great, I will set up another meeting for next Wednesday. See you then.
Ending a meeting
As a host:
Thank you again for meeting with me today. Please feel free to email me or anyone on our team if we can provide additional information or answer any questions as we move forward with the project. See you next week.
I appreciate everyone taking the time for this review. Please don’t hesitate to contact us/me if any questions come up. I look forward to our next meeting. Have a great weekend.
As an attendee:
Thank you for all the helpful information. I will keep you in the loop as we progress with these action items. I hope you have a great day. See you next time.
I/We really appreciate you walking through that with me/us. I’ll/We’ll be in touch if I/we run into any major obstacles, but I predict that everything will go smoothly. Have a good afternoon.
Thanks for the detailed breakdown. It looks like everything is on track. I look forward to seeing next month’s progress. Have a good weekend. Talk to you soon.
Additional Tips
When participating in American business meetings, we should be aware of certain etiquette norms to ensure effective communication and integration. Here are some key points to consider:
- Active participation: Engage actively in the meeting by sharing your thoughts, ideas, and opinions. American business culture values active participation and expects individuals to contribute their insights to the discussion.
- Clear and concise communication: Strive for clear and concise communication. Use simple and straightforward language to express your ideas.
- Confidence and assertiveness: Be confident in expressing your views and assertive in making your points. American business culture appreciates individuals who can confidently articulate their thoughts and ideas.
- Active listening and turn-taking: Practice active listening by paying attention to others when they speak. Non-verbal cues, such as nodding and maintaining eye contact, can demonstrate your engagement. Respect the turn-taking dynamics and avoid interrupting others while they are speaking.
- Directness and brevity: American business communication often emphasizes directness and brevity. Be concise and get to the point in your statements and responses. However, maintain politeness and avoid sounding curt or abrupt.
- Professional attire: Dress appropriately for the corporate setting. In general, business attire in the United States is formal or business casual, depending on the organization and the nature of the meeting. When in doubt, it is better to err on the side of being slightly overdressed.
- Handshakes and introductions: In American business culture, handshakes are a common way to greet others. Offer a firm handshake while making eye contact when meeting new colleagues or clients. Introduce yourself with a brief introduction, including your name and role.
- Punctuality: Being on time for meetings is highly valued in American business culture. Arrive a few minutes early to demonstrate your respect for others’ time and to ensure a smooth start to the meeting.
The importance of adhering to proper corporate meeting etiquette as a non-native speaker in American business lies in building rapport, establishing credibility, and fostering effective communication. By understanding and following these etiquette norms, you can enhance your professional image, gain respect from colleagues, and contribute more effectively to discussions. Demonstrating cultural competence and adapting to American business customs also helps facilitate integration into the workplace and establishes positive working relationships with American counterparts.