Everyday English

English phrases for meetings: what to say from start to finish

Updated: October 3, 2026

English phrases for meetings help you do one hard thing: speak up in a room (or a call) where everyone talks fast. Even native speakers find meetings stressful, as the BBC Learning English team says in its Office English series. The good news is that meetings follow a pattern. Someone opens, people share ideas, they agree and disagree, someone summarises, and everyone leaves with tasks. If you learn a few phrases for each stage, you can join in with confidence. This guide gives you those phrases, explains when they sound formal or neutral, and ends with a short practice routine.

Opening a meeting and going through the agenda

An agenda is the list of topics for the meeting. Ideally the chair shares it before the meeting so people can prepare. In British offices the last item is often AOB, short for «any other business»: a slot for small topics that are not on the list. If you lead the meeting, start by welcoming people, saying why you are there and naming the first topic.

• Thanks for coming, everyone. Shall we get started?

  A friendly, neutral way to begin. «Shall we...?» is a polite suggestion.

• The aim of today's meeting is to agree on the new schedule.

  Say the purpose in one sentence. «The aim / purpose of...» is neutral and clear.

• Let's start with the first item on the agenda.

  «Item» is the usual word for one topic on an agenda.

• Before we begin, could we go round and introduce ourselves?

  Useful when people don't know each other.

If you have to introduce yourself, the BBC presenters suggest saying what you actually do, not only your job title, because titles often say very little. For example: «I'm Sam. I look after our customer data, so I can help with any questions about numbers.»

Giving your opinion and joining the discussion

You don't need long speeches. A short opener tells people that you are about to give a view, and it gives you a second to think. Linking your point to what someone just said also sounds natural and friendly.

• I think we should test it with a small group first.

  «I think» is the simplest opinion phrase and works in any meeting.

• From my point of view, the deadline is too tight.

  Neutral. Good when your view comes from your role or team.

• Building on what Lina said, we could also ask the sales team.

  Connects your idea to someone else's. Sounds cooperative.

• Could I add something here?

  Asking permission before you speak. «Could» is softer than «can».

• What if we moved the launch to March?

  A question is a gentle way to put an idea on the table.

Agreeing and disagreeing politely

Agreeing is easy: «I agree», «Exactly», «That's a good point». Note that it is I agree, never «I am agree», because agree is a verb. Disagreeing is harder. In many English-speaking workplaces, a direct «No, that's wrong» sounds rude. The usual pattern is to show that you understand the other view first, then give yours. The British Council's speaking lessons use this pattern again and again: acknowledge, then add your opinion.

Cambridge Dictionary's grammar pages explain why the right-hand column works. English softens statements with hedges (small words like a bit, quite, just), with modal verbs such as could, might and would, and sometimes with a past form that refers to the present («I was wondering if...»). These forms make you sound less forceful, not less sure.

Interrupting and handling interruptions

Sometimes you wait for a pause and it never comes. Then you need to interrupt. In British English people usually start with a small apology or by asking permission. The BBC presenters also point out that cultures differ: some workplaces are more direct, so listen to how your colleagues do it.

• Sorry to interrupt, but can I just ask a quick question?

  The apology plus «just» makes the interruption smaller.

• Could I come in here for a second?

  «Come in» means join the discussion. Common in British meetings.

• Sorry, if I could just finish my point...

  What to say when someone interrupts you. Polite but firm.

• Sorry, go ahead.

  When two people start speaking at the same time, especially on calls.

• As I was saying, the budget is the main issue.

  Returns to your point after an interruption.

Asking for clarification and checking you understood

Asking someone to repeat is normal, even for native speakers. It is much better than nodding and missing a task. Use a soft question, and if you want to check meaning, repeat the idea in your own words.

• Sorry, could you repeat that?

  The most useful phrase in this guide. Polite in every situation.

• Sorry, I didn't catch the last part.

  «Catch» here means hear. Good when the problem is sound, not meaning.

• Could you say a bit more about the timeline?

  Asks for more detail without saying «I don't understand».

• Just to check, you mean we need it by Friday?

  Repeating in your own words confirms the meaning.

• What do you mean by «phase two» exactly?

  Asks about one specific word or term.

Phrases for online meetings and video calls

Video calls add their own problems: microphones, cameras and bad connections. People also talk over each other more because it is harder to see when someone is about to speak. The BBC's Office English episode on calls lists the technology phrases everyone needs. Here are the most common ones.

Summarising, action points and closing

A meeting is only useful if people know what happens next. Good chairs summarise at the end and turn decisions into action points: who does what, and by when. In formal meetings someone writes the minutes, which are the official notes.

• So, to sum up, we've agreed to delay the launch by two weeks.

  «To sum up» signals the summary. «We've agreed» states the decision.

• Is it fair to say that everyone is happy with this plan?

  Checks agreement politely before you close.

• Let's go through the action points.

  Moves from discussion to tasks.

• Omar will send the figures by Thursday.

  A clear action point: a name, a task and a deadline.

• I think we're getting a bit off topic. Can we come back to the budget?

  Keeps the meeting on track, softened with «I think» and «a bit».

• I think that's everything. Thanks, everyone, for your time.

  A neutral close. Add «Let's wrap up» in informal meetings.

Formal or neutral? Choosing the right register

Most of the phrases above are neutral: safe with colleagues and managers. In a very formal meeting, for example with a new client or senior people, use longer and less direct forms. In a quick team catch-up, shorter forms are fine.

A 10-minute practice routine

1. Pick one section of this guide each day, for example interrupting.
2. Say each phrase out loud three times, with the stress on the key word (Sorry to interrupt, could you repeat that?).
3. Write one example sentence about your own job for each phrase.
4. Listen to a short work podcast and note which phrases you hear.
5. Type the phrases from memory. On Typeflu's English at work course you hear real sentences and type them word by word, which trains your ear for fast speech.
6. In your next meeting, use just one new phrase. Next week, add another.

If you want to go further with tone, the B2 register course practises the difference between neutral and formal English, and our post on email phrases covers the same skills in writing.

Practise it

English at Work

English at work

Introductions, meetings, calls and email

A2 · 2 units · 8 lessons

Formal vs Informal

Formal vs Informal Register

Change your style to fit the situation

B2 · 1 units · 4 lessons