How to share availability for an interview
When a recruiter asks for your availability, they are trying to coordinate interviewers — not start a new product signup. A concise list of times in the email is the expected format in most hiring threads.
Lead with professionalism: accurate times from your calendar, a named timezone, and flexibility if panels need to shift. Avoid sending a personal booking link unless they ask for one.
Steps
- 1
Read their constraints first
Note any dates, interview length, or “mornings only” guidance in their email. Offer times inside those constraints instead of your generic week.
- 2
Block only what you can honor
Check Google Calendar for conflicts, including travel and hard stops. It is better to offer four real windows than eight fragile ones.
- 3
Send a clean list with timezone
Use a short intro (“Happy to make time for a 45-minute interview”) and a day-per-line list. Keep the tone grateful and direct.
- 4
Offer a little flexibility
One line such as “If none of these work for the panel, I can look at the following week” prevents a stalled thread.
- 5
Confirm promptly when they pick
Reply to lock the time and watch for the calendar invite. If your availability changes, email immediately with replacements.
Example replies to a recruiter
Example only — sample times, not live calendar data. Copy and adapt.
Hi Priya, Thank you — I am available for a 45-minute interview at any of the following times (all Eastern): Mon (3/3): 9–11am, 2–4pm Tue (3/4): 10am–12pm Thu (3/6): 1–5pm If the panel needs a different window, I can also look at early the week of the 10th. Thank you again for coordinating. Best regards, Jordan
Thanks for reaching out. Here is my availability for next week (Pacific): Wed: 8–10am, 1–3pm Fri: 9–11:30am Happy to adjust if the interviewers need something else.
Frequently asked questions
Should candidates send a Calendly link to recruiters?
Usually no. Recruiters typically propose or collect times for a panel. Plain-text availability matches how most hiring email works.
How many interview slots should I offer?
Several windows across two or three days is typical. Follow any instructions in their email if they asked for specific days.
What timezone should I use?
Use the timezone they used, or clearly label yours. If the company is in another region, offering times in their zone is a courtesy.
What if I need to reschedule?
Email as soon as you know, apologize briefly, and provide new options. Do not wait until the day of the interview.
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