Schedule changes are common in both the workplace and the TOEIC exam. Phrases like cancel, call off, postpone, and reschedule often appear in listening dialogues and workplace emails. In this lesson, you’ll learn the differences, practice a realistic dialogue, review key vocabulary and grammar, and test yourself with a mini TOEIC quiz.
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💬 Dialogue Section
Scenario: Rescheduling a client appointment
Mina: Hi Kevin, do you have a minute?
Kevin: Sure. What’s up?
Mina: I’m afraid we need to postpone tomorrow’s appointment with the client.
Kevin: Oh, what happened?
Mina: Our AI demo isn’t stable yet. I don’t think it’s proper to present it tomorrow.
Kevin: I see. Should we reschedule for next week?
Mina: Yes. Could you reach Ms. Lopez and ask if Tuesday works?
Kevin: No problem. Do we need to call off the meeting or just move it?
Mina: Just move it. Let’s put it off to Tuesday at 10 a.m.
Kevin: That’s fine with me. I’ll send a confirmation email.
📚 Vocabulary Boost — Key TOEIC Words
| Word / Phrase | Part of Speech | Meaning |
|---|---|---|
| appointment | noun | scheduled meeting |
| cancel | verb | stop completely |
| call off | phrasal verb | cancel (event/plan) |
| postpone | verb | delay to later time |
| put off | phrasal verb | delay (informal) |
| reschedule | verb | set a new time |
| reach | verb | contact |
| proper | adjective | appropriate |
| hold | verb | conduct (a meeting) |
| confirm | verb | verify |
🔍 Grammar Points
| Structure / Pattern | Meaning | Example Sentence |
|---|---|---|
| I’m afraid + clause | polite bad news | I’m afraid we need to postpone. |
| need to + verb | necessity | We need to reschedule. |
| Could you + verb…? | polite request | Could you reach Ms. Lopez? |
| It’s (not) proper to + verb | appropriateness | It’s not proper to present today. |
| Let’s + verb | suggestion | Let’s put it off to Tuesday. |
📖 Transcript
J: Welcome to Win in 5 Minutes English. Today, we are tackling something we all face at work, probably more than we’d like: the last-minute schedule change.
M: Oh! It can be a real crisis if you don’t handle it well.
J: And phrases like “cancel,” “postpone,” or “reschedule” are absolutely essential. They’re key for professional communication, and they pop up all the time on exams like the TOEIC.
M: They really do.
J: So, our mission today is to listen to a quick, realistic dialogue and then break down the exact language used.
J: The scenario is this: a manager, Mina, has to reschedule a client meeting because their AI demo isn’t quite ready.
Scenario: Rescheduling a client appointment
Mina: Hi Kevin, do you have a minute?
Kevin: Sure. What’s up?
Mina: I’m afraid we need to postpone tomorrow’s appointment with the client.
Kevin: Oh, what happened?
Mina: Our AI demo isn’t stable yet. I don’t think it’s proper to present it tomorrow.
Kevin: I see. Should we reschedule for next week?
Mina: Yes. Could you reach Ms. Lopez and ask if Tuesday works?
Kevin: No problem. Do we need to call off the meeting or just move it?
Mina: Just move it. Let’s put it off to Tuesday at 10 a.m.
Kevin: That’s fine with me. I’ll send a confirmation email.
J: Okay, so that was fast, but there is so much to unpack there.
J: What really stands out is how many different ways they talk about delaying or stopping the meeting. It’s not just one word.
M: Exactly. The nuance is critical. We basically have four key terms. First, the ones that mean stopping completely. We have “cancel” and “call off.”
J: Right. To cancel something.
M: Yeah. “Cancel” is the direct verb, like “they decided to cancel the project.” It’s just over.
J: And “call off” is the phrasal verb version, right? I feel like I hear that for bigger things, maybe.
M: That’s a great way to think about it. “They called off the company picnic because of the rain.” It has that same feeling of finality.
J: Okay, so what about the other side? The delay words.
M: So Mina used two really important ones: “postpone” and “put off.” First she says, “we need to postpone tomorrow’s appointment.”
J: That one sounds very formal. Very business-like.
M: It is. If you’re writing to a client, you should almost always use “postpone.” It’s the standard for delaying something to a later time.
J: But then later, when she’s just talking to Kevin, she says, “Let’s put it off to Tuesday.”
M: Ah, you caught that.
J: So “put off” is more informal.
M: Yes. It’s perfect for internal team chat, but for external communication, you want to stick with the professional weight of “postpone.”
J: Got it. And that brings us to the other key words. I liked “could you reach Ms. Lopez.”
M: “Reach” is such a great synonym for “contact.” It feels more active, you know? Like you’re taking initiative.
J: It really does. And what about “proper”? “I don’t think it’s proper to present it tomorrow.”
M: That word elevates the whole reason for the change. It’s not just “I’m not ready.” It’s about professional standards. You’re showing you respect the client’s time.
J: And that professionalism is backed up by some really clever grammar. Let’s get into that. The opening line felt so much better than just saying “we have to move the meeting.”
M: Yes. That’s the magic of “I’m afraid” plus a clause. “I’m afraid we need to postpone.”
J: It immediately softens the bad news. It shows your concern, and it makes it a “we” problem, not a “you” problem. It’s collaborative.
M: That’s a great point. And what about the request she makes?
J: She doesn’t order him. She doesn’t say “Reach Ms. Lopez.”
M: No, that would be way too direct.
J: Instead, she uses that polite, professional structure: “Could you” plus a verb. “Could you reach Ms. Lopez?”
M: Using “could” instead of “can,” or just a command, makes it so much more respectful. It’s a small word that makes a huge difference.
J: It really is, especially in writing. And finally, let’s go back to that word “proper.” The structure she uses is so powerful. It’s “not proper to” plus a verb.
J: By saying “I don’t think it’s proper to present it,” she frames her decision around quality, not just convenience.
M: It’s a decision based on a thoughtful assessment of the situation.
J: You’re communicating that you have high standards.
J: The main thing to remember then, is that how you say it is just as important as the new date you propose.
M: Think about your own emails. Are you using “put off” when you should be using “postpone”? Adding a simple “I’m afraid” can completely change the tone.
J: That’s it for today’s Win in 5 Minutes English. Remember, 5 minutes a day is all you need to win at work, win the TOEIC, and win over your colleagues.
M: If you found this episode useful, don’t forget to follow and share it with your friends. See you next time.
J: Catch you in the next episode. Bye!
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