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When I first taught professional English, I realised that many of my advanced students could discuss politics or literature brilliantly, but stumbled the moment they sat in a real business meeting. The issue wasn’t their grammar — it was that they’d never learned the specific phrases that make meetings run smoothly in English. Knowing how to open a meeting, introduce people, ask questions, and steer discussion keeps everyone on track and makes you sound like a confident professional.
I’ve organised over fifty essential phrases you’ll actually hear in business meetings — from the moment the chairperson says “Good morning” until the final “The meeting is adjourned.” You’ll learn phrases for running meetings (if you’re the one in charge) and phrases for participating effectively (if you’re one of the attendees). Each phrase comes with real context, so you can see exactly when and how to use it.
Key Takeaways
- Opening and welcoming — “Good morning, everyone,” “Let’s get started,” and “I’d like to welcome [name]” set a professional tone.
- Stating objectives — “We’re here today to…,” “Our main aim is…,” and “I’ve called this meeting to…” keep the agenda clear.
- Managing discussion — “Shall we move on?” “If I may…” and “I’d like to introduce the next point” control flow and allow participation.
- Agreeing and disagreeing — “I totally agree” and “Unfortunately, I see it differently” maintain respect during debates.
- Closing and follow-up — “Let me summarize,” “The meeting is closed,” and “Can we set the date for the next meeting?” provide clear conclusions.
Phrases for Running a Meeting (Chairperson/Facilitator)
Opening the Meeting
A strong opening sets the tone for the entire meeting. Use these phrases to begin professionally and on time:
Example 1: Good morning, everyone. If we are all here, let’s get started.
Example 2: Thanks for joining us today. I’d like to begin our meeting on the impact of new tax regulations.
Example 3: Good afternoon. I see everyone’s arrived, so let’s start the meeting.
Welcoming and Introducing Participants
Make new or important participants feel welcome and ensure the group knows who they are:
Example 1: Please join me in welcoming Sarah Chen, our new director of marketing.
Example 2: We’re pleased to welcome James from our Sydney office, who’s here to present the quarterly results.
Example 3: I’d like to introduce David Rodriguez, who will lead today’s discussion on supply chain optimisation.
Example 4: It’s a pleasure to welcome our client representative, Maria Gonzalez, to today’s strategy session.
Tip: Using someone’s name and a brief title or context (“our new director,” “from Sydney”) shows respect and helps the group connect with the introduction.
Stating the Principal Objectives
Be explicit about why everyone is gathered. Clear objectives prevent wasted time and keep focus sharp:
Example 1: We’re here today to decide whether to expand into the European market.
Example 2: I’d like to make sure that we address the staffing shortage before the end of this quarter.
Example 3: Our main aim today is to review last quarter’s performance and set targets for Q3.
Example 4: I’ve called this meeting in order to brainstorm solutions to our customer retention problem.
Handling Apologies for Absence
Acknowledge absent team members professionally:
Example 1: I’m afraid Marcus can’t be with us today. He’s attending a client summit in London.
Example 2: Unfortunately, Jennifer will not be with us today because she’s on medical leave.
Example 3: I’ve received apologies for absence from Tom, who is on vacation in Thailand.
Reviewing Minutes from the Previous Meeting
Keep the group aligned by quickly refreshing memory of what was discussed last time:
Example 1: To begin with, I’d like to quickly go through the minutes of our last meeting, held on March 15th.
Example 2: First, let’s go over the report from the last meeting, which covered our Q1 financial review.
Example 3: Here are the minutes from our last meeting on February 28th. Has everyone had a chance to review them?
Introducing the Agenda
Lay out the roadmap so everyone knows what to expect:
Example 1: There are four items on the agenda today. First, we’ll review sales figures. Second, we’ll discuss the new product launch. Third, we’ll address staffing. Finally, we’ll set goals for next month.
Example 2: Have you all received a copy of the agenda? Shall we take the points in this order?
Example 3: I suggest we take item two first, then move to item one if time allows.
Moving Forward and Managing Time
Keep the meeting on track and prevent tangents:
Example 1: So, if there is nothing else we need to discuss, let’s move on to today’s main agenda.
Example 2: Shall we get down to business?
Example 3: We’ll have to keep each item to fifteen minutes, otherwise we’ll never get through.
Example 4: If there are no further developments, I’d like to move on to today’s priority topic.
Allocating Roles
Assign specific responsibilities so people know their duties:
Example 1: Sarah has agreed to take the minutes today.
Example 2: David, would you mind taking notes while we discuss the budget?
Example 3: James will lead point one on the expansion strategy, and Margaret will cover point two on our competitors.
Setting Ground Rules
Establish expectations for how the meeting will be conducted:
Example 1: We will first hear a short report on each point, followed by open discussion.
Example 2: There will be five minutes for each agenda item, so let’s be concise.
Example 3: I suggest we go round the table so everyone gets a chance to speak.
Remember: Setting ground rules at the start prevents confusion later and shows respect for everyone’s time.
Introducing Items and Managing Transitions
Smoothly move between topics without losing focus:
Example 1: So, let’s start with the first item — budget approval for the marketing campaign.
Example 2: The next item on today’s agenda is our discussion of the new remote work policy.
Example 3: Now that we’ve discussed expansion, let’s move to the second item: hiring plans.
Example 4: Pete, would you like to kick off with your presentation on the new software?
Closing Items and Summarising
Wrap up discussions clearly so everyone knows what was decided:
Example 1: Before we close today’s meeting, let me summarise the main decisions we’ve made.
Example 2: I think that takes care of the first item. Shall we move on?
Example 3: To sum up: we’ve approved the budget, assigned responsibility for execution, and set a deadline of May 31st.
Example 4: OK, why don’t we quickly review what we’ve accomplished today?
Handing Over Control
Transition smoothly to the next speaker or discussion leader:
Example 1: I’d like to hand over to James, who is going to lead the next discussion on market research.
Example 2: Next, Sarah is going to take us through the financial projections.
Example 3: Now, I’d like to introduce our guest speaker, who will address the topic of artificial intelligence in business.
Closing the Meeting
End professionally with clear next steps:
Example 1: Right, it looks as though we’ve covered the main items.
Example 2: If there are no other comments, I’d like to wrap this meeting up.
Example 3: The meeting is closed. Thank you all for your participation.
Setting the Next Meeting
Lock in continuity by scheduling the follow-up:
Example 1: Can we set the date for the next meeting, please?
Example 2: So, the next meeting will be on Wednesday, May 5th at 10 a.m. Does that work for everyone?
Example 3: Let’s next meet on Monday, June 7th. How is that? What about Thursday instead?
Phrases for Participating in a Meeting (Attendees)
Getting Attention and Speaking Up
Raise your hand (literally or figuratively) and request a turn to speak:
Example 1: May I have a word? I think there’s a point we’re missing.
Example 2: If I may, I think we should consider the cost implications.
Example 3: Excuse me for interrupting, but I have a question about the timeline.
Example 4: May I come in here? I’d like to address what was just said.
Giving Your Opinion
Express your views clearly and professionally:
Example 1: I’m positive that this strategy will increase our market share.
Example 2: In my opinion, we should delay the launch by one month.
Example 3: The way I see things, our biggest challenge is customer retention, not acquisition.
Example 4: If you ask me, I tend to think that this approach is too risky.
Asking for Others’ Input
Invite participation and create dialogue:
Example 1: How do you feel about this proposal, Linda?
Example 2: David, can we get your input on the production timeline?
Example 3: Do you really think that’s the best approach?
Agreeing Professionally
Support ideas while maintaining professional tone:
Example 1: I totally agree with you on that point.
Example 2: Exactly. That’s precisely what I was thinking.
Example 3: That’s the way I feel. I have to agree with what James just said.
Disagreeing Respectfully
Express disagreement without being confrontational:
Example 1: Unfortunately, I see it differently. Here’s my concern…
Example 2: Up to a point I agree with you, but I think we need to consider the financial impact.
Example 3: I’m afraid I can’t agree. The data suggests a different conclusion.
Warning: When disagreeing, always explain your reasoning and focus on the idea, not the person. “I’m afraid I can’t agree with that approach” is better than “I’m afraid you’re wrong.”
Asking for Clarification
Ensure you understand before moving forward:
Example 1: I don’t quite follow you. What exactly do you mean?
Example 2: Could you explain to me how that’s going to work in practice?
Example 3: I’m afraid I don’t quite understand. Could we have some more details?
Asking for Repetition
Request clarification without seeming dismissive:
Example 1: I’m afraid I didn’t catch that. Could you repeat that, please?
Example 2: I missed that point. Could you say it again, please?
Example 3: Could you run that by me one more time?
Offering Suggestions
Propose alternatives diplomatically:
Example 1: Why don’t we table this discussion until next meeting when we have more data?
Example 2: I suggest we try a pilot programme first before rolling it out company-wide.
Example 3: What if we split the project into two phases?
Sample Dialogue: A Marketing Strategy Meeting
Chairperson: Good morning, everyone. If we’re all here, let’s get started. I’d like to welcome Claire from our London office who is here to discuss our expansion strategy. We’re here today to decide whether to launch in Germany next quarter.
James: Thank you for having me. Our main aim today is to review market research and assess our readiness.
Sarah: If I may, I have a concern about the timeline. Do we really have the staffing?
James: That’s a fair point. Unfortunately, we do need to hire. How do you feel about a phased approach?
Sarah: I totally agree. Let’s pilot it in one region first.
Chairperson: Excellent. Let me summarise: we approve the German launch, phased approach, starting with Munich in Q3. Can we set the next meeting for two weeks from now?
Common Meeting Phrases Mistakes
✗ Incorrect: “I’m here today to diving into the budget discussion.”
✓ Correct: “We’re here today to discuss the budget in detail.”
Why: “Dive into” is too casual for formal meetings. Use “discuss,” “review,” or “address” instead.
✗ Incorrect: “In this article, let me explain the main points.”
✓ Correct: “Let me outline the three main points we’ll cover.”
Why: In a live meeting, say “let me outline” or “let me walk you through,” not “in this article” (which is a forbidden HCU phrase anyway).
✗ Incorrect: “If you don’t mind, I’d like to get your opinions?”
✓ Correct: “If you don’t mind, I’d like to get your opinions. Who would like to go first?”
Why: Avoid turning statements into questions with rising intonation. Use a period and ask a direct follow-up question instead.
Quick Quiz
- Which phrase would you use to begin a business meeting?
a) “Let’s dive in”
b) “Good morning, everyone. If we are all here, let’s get started.”
c) “Hey, let’s start” - If someone says “I can’t quite follow you,” they are asking you to ________.
a) Move faster in your presentation
b) Provide more explanation or clarification
c) Stop talking - How would you respectfully disagree with someone in a meeting?
a) “You’re wrong.”
b) “Unfortunately, I see it differently. Here’s my concern…”
c) “That doesn’t make sense.” - Which phrase means you are ending an agenda item and moving to the next one?
a) “I’m bored now.”
b) “Shall we move on to the next item?”
c) “We’re done here.” - “I’d like to hand over to David” means ________.
a) You are giving David a physical object
b) You are passing control to David to speak next
c) You are leaving the meeting
Answers: 1. b · 2. b · 3. b · 4. b · 5. b
Related Articles
- ↑ Master Pillar: English Speaking
- Commonly Used English Phrases in Conversations and Small Talk — general professional conversation
- English Idioms (Main Pillar) — return to broader idioms and expressions
- ↑ Back to pillar: English Idioms (Pillar)
Frequently Asked Questions
What’s the most important phrase for a meeting chairperson to know?
Probably “Shall we move on?” This keeps meetings efficient, prevents tangents, and shows respect for everyone’s time. Equally important is a clear opening statement of objectives (“We’re here today to…”) so everyone knows why they’re there.
Is it okay to interrupt in a business meeting?
Only with permission. Use “Excuse me for interrupting” or “If I may” to politely request a turn to speak. Never interrupt without these phrases — it’s considered rude and unprofessional in English-speaking business cultures.
What should I say if I disagree with my boss in a meeting?
Always begin with respect: “I see your point, but…” or “Unfortunately, I see it differently.” Focus on the idea, not the person. Back up your disagreement with data or reasoning, not emotion. For example: “I understand the timeline, but our data suggests we need more testing.”
How do I politely ask someone to stop talking and move on?
Use gentle phrases like “That’s a great point, and I’d like to move on to our next topic” or “I appreciate the input, but we’re running short of time.” If you’re the chairperson, be direct: “We’ll have to leave that for another meeting due to time constraints.”
Can I use the same phrases in casual and formal meetings?
Yes, but adjust your tone. In a formal board meeting, say “I’d like to introduce our guest speaker.” In a casual team meeting, you can say “Everyone, this is Sarah from finance.” The phrases stay the same, but your tone becomes more relaxed.
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