How to Send Your Availability in an Email (Copy-Paste Templates)

Last updated: February 2026

You need to send someone your available times. Maybe it's a recruiter, a client, a collaborator, or a friend you're trying to grab lunch with. You know the drill: open your calendar in one tab, open your email in another, and start playing human Tetris trying to translate your schedule into sentences.

It takes longer than it should. And if you're scheduling multiple meetings per week, it starts eating real time.

This guide covers three things: ready-to-use email templates you can copy right now, a faster way to generate your availability automatically, and the formatting principles that make your scheduling emails clear and easy to respond to.

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The Template (Copy This)

Here's a clean, professional template for sharing your availability in an email. Copy it, fill in the brackets, and send.

General Purpose — Meeting Request

Subject: Finding a time to connect

Hi [Name],

I'd love to find a time to [discuss the project / catch up / chat about the role].
Here are some times that work on my end — all times [timezone]:

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

Let me know what works for you, or feel free to suggest something else.

Looking forward to it,
[Your name]

Filled-in example:

Subject: Finding a time to connect

Hi Sarah,

I'd love to find a time to discuss the Q2 campaign timeline.
Here are some times that work on my end — all times EST:

Tuesday (2/18): 9–10am or 2–3:30pm
Wednesday (2/19): 10am–12pm
Thursday (2/20): 1–4pm

Let me know what works for you, or feel free to suggest something else.

Looking forward to it,
Alex

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Coffee Chat / Networking

Subject: Would love to connect

Hi [Name],

[One sentence of context — how you know them or why you're reaching out.]

I'd love to grab coffee or hop on a quick call if you're open to it.
Here are some times I'm free over the next week or so ([timezone]):

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

No rush — just let me know if any of those work, or suggest a time that's better for you.

Best,
[Your name]

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Job Interview / Recruiter Follow-Up

Subject: Re: [Job Title] — Available Times for Next Steps

Hi [Name],

Thank you for considering me for the [Job Title] position. I'm very excited about the opportunity and happy to move forward with [next steps / an interview / a call].

Here is my availability for the next two weeks — all times [timezone]:

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

I'm flexible and happy to adjust if none of these work. Please let me know what's most convenient for you and the team.

Best regards,
[Your name]

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Client or Sales Follow-Up

Subject: Re: [Project/Product] — Let's find a time

Hi [Name],

Great chatting with you about [topic]. I'd love to continue the conversation and [discuss next steps / walk you through a demo / explore how we can help].

Here are some openings on my calendar ([timezone]):

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

Happy to work around your schedule — just let me know what's best.

Best,
[Your name]

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Group Scheduling (Multiple People)

Subject: Finding a time for all of us

Hi everyone,

I'd like to get us all together to [purpose]. Here are a few windows that work on my end — all times [timezone]:

[Day, Date]: [time range]
[Day, Date]: [time range]
[Day, Date]: [time range]

Could you reply with which of these work for you? I'll lock in whatever time has the most overlap.

Thanks,
[Your name]

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How to Format Your Availability (So People Actually Read It)

The templates above follow a specific structure. Here's why each element matters.

Always include the timezone. This is the most common source of scheduling errors. Don't make the recipient guess. Put it in the header line ("all times EST") and, if you're scheduling across time zones, consider including both.

Use day + date + time range. Not just "Tuesday at 2pm" (which Tuesday?). A complete entry looks like:

Tuesday (2/18): 9–10am or 2–3:30pm

The parenthetical date removes ambiguity. The day name makes it scannable. The time range shows your full available window, not just a single slot.

Offer 3–5 options. Fewer than three feels rigid. More than five feels like you dumped your entire calendar. Three to five options across 2–3 different days gives the recipient real flexibility without overwhelming them.

Keep one option per line. Don't write your availability as a paragraph. A vertical list is far easier to scan:

✅ Good:

Tue (2/18): 9–10am or 2–3:30pm
Wed (2/19): 10am–12pm
Thu (2/20): 1–4pm

❌ Bad:

I'm free Tuesday from 9 to 10 or 2 to 3:30, Wednesday from 10 to noon, and Thursday afternoon between 1 and 4.

Both contain the same information. One takes 3 seconds to parse. The other takes 15.

End with an out. Always close with something like "Let me know what works, or feel free to suggest something else." This prevents the email from feeling like a take-it-or-leave-it demand and opens the door for the other person to propose alternatives.

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The Faster Way: Auto-Generate Your Availability

If you schedule meetings regularly, typing your availability from scratch every time is a time sink. There's a faster approach.

ShareAvailability connects to your Google Calendar (read-only) and auto-generates a clean, plain-text list of your free times. You customize the date range, working hours, timezone, and meeting duration — then copy and paste the output into your email.

The whole process takes about 10 seconds, and the output follows the exact formatting principles above: day, date, time range, timezone, one line per slot.

Here's what the output looks like:

Here are some times that work for me (EST):

Wed (2/12): 9–10am
Thu (2/13): 9am–3pm, 4–6pm
Fri (2/14): 9am–6pm
Mon (2/17): 9–11am, 11:30am–3pm, 4–6pm
Tue (2/18): 9am–6pm

You paste that directly into any email, Slack message, or text. The recipient sees what looks like a hand-typed message — because it's plain text, not a scheduling link or embedded widget.

Why this is better than a booking link for email: When you send someone a Calendly link in an email, you're asking them to leave their inbox, visit a separate website, navigate a scheduling UI, and book themselves in. When you paste your availability as text, they just read the email and reply. The friction is dramatically lower, and the tone is more collaborative.

→ Try ShareAvailability for free

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Other Ways to Share Availability in Email

Gmail's Built-In Scheduling Tool

If you use Gmail, there's a native option: click the three-dot menu in the compose window → "Set up a time to meet" → "Propose times you're free." You select times from your calendar, and Gmail inserts clickable time slots into the email. The recipient clicks one to book.

This is convenient but limited: it only works for 1:1 meetings, only checks your primary calendar, and the recipient interacts with Google's scheduling UI rather than reading plain text. It also only works inside Gmail — you can't use it for Slack, text, or other platforms.

Outlook's Scheduling Assistant

Outlook has a similar feature for users within the Microsoft 365 ecosystem. When composing an email, you can insert your availability from your Outlook calendar. Like Gmail's tool, it works best within its own ecosystem and doesn't extend to non-Outlook users easily.

Calendar Sharing (Ongoing Access)

Both Google Calendar and Outlook let you share your calendar with specific people, giving them ongoing visibility into your free/busy times. This is useful for teammates but overkill for one-off scheduling — and it doesn't produce a copy-paste-ready list for an email.

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Common Mistakes to Avoid

Forgetting the timezone. If you write "Tuesday at 2pm" to someone in a different city, you've just created a scheduling conflict. Always specify.

Offering times that are too soon. Sending availability for "today at 3pm" gives the recipient almost no time to respond. Aim for at least 2–3 days out, unless the meeting is truly urgent.

Not checking all your calendars. If you have a work calendar and a personal calendar, make sure you're checking both before offering times. Tools like ShareAvailability handle this automatically by merging multiple Google Calendars.

Being too vague. "I'm pretty open next week" isn't helpful. Give specific times. It's faster for both of you.

Being too rigid. "I'm only available Wednesday at 10am" is specific — but if that doesn't work for them, you're back to square one. Three to five options across multiple days is the sweet spot.

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TL;DR

1. Use the templates above to structure your availability emails clearly.
2. Always include: timezone, day + date, time ranges, and a fallback ("or suggest something else").
3. Format one time slot per line — vertical lists beat paragraphs.
4. If you schedule regularly, use ShareAvailability to auto-generate your availability from Google Calendar as copy-paste-ready text.
5. Avoid booking links when the relationship calls for a personal touch.

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ShareAvailability turns your Google Calendar into a clean, plain-text availability list in seconds. Copy, paste, send. Free, no sign-up required for the recipient.