How to reply to “When are you free?”
“When are you free?” is incomplete on purpose — they want you to propose times. The best reply is specific: a few real windows, a timezone, and an invitation for them to pick.
Avoid vague answers (“sometime next week works”) that force another round. Avoid dumping your entire calendar. Aim for enough choice to make a decision now.
Steps
- 1
Check what “free” means in context
Is this a 15-minute call or a two-hour workshop? Adjust the length of the windows you offer so a pick is immediately bookable.
- 2
Look at your calendar before you type
Open Google Calendar (or generate free times from it) for the next few days. Do not invent times you have not checked.
- 3
Propose three solid options
Three options across different days beats one overloaded day. Label the timezone.
- 4
Invite a counter-proposal
Add one line: “If none of those work, send two times that do.” That keeps momentum without sounding rigid.
- 5
Confirm the pick in one line
When they choose, confirm and say you will send the invite (or ask them to). Close the loop.
Example replies
Example only — sample times, not live calendar data. Copy and adapt.
I’m free at these times (Eastern): Tue 2–4pm Wed 10–11:30am Thu 1–3pm Any of those work for 30 minutes? If not, send a couple of options that do.
This week is tight, but I can do Wed 4–5pm PT or Fri 9–10am PT. Prefer one of those?
Happy to find a time — could you do any of these (UK time)? • Mon 3–4pm • Tue 11am–12:30pm Reply with a pick and I’ll send the invite.
Frequently asked questions
What if I am not free soon?
Say so briefly and offer the soonest real windows, or ask whether a later week is acceptable. Honesty beats optimistic times you will cancel.
Should I ask them for times instead?
If they have more constraints (exec calendar, panel interviews), you can ask them to propose. Otherwise, answering with options is usually what they wanted.
Is “I’m free anytime” a good answer?
Rarely. It pushes all the work onto them and often is not literally true. Give a few concrete windows.
Can I reply with a booking link?
Only when that matches the relationship and they are comfortable self-serving. For a direct question in a thread, plain-text times are the most literal answer.
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