How to share your Google Calendar availability in an email
When someone asks when you are free, the fastest professional reply is usually a short list of open windows inside the email itself. You do not need a booking page for that — you need accurate times from your calendar and clear wording.
This guide covers a practical workflow: check (or generate) free times from Google Calendar, format them so a reader can scan them, paste into your email client, and ask them to pick a slot. Recipients never have to open a special link or create an account.
Steps
- 1
Confirm the date range and timezone
Decide which days you are offering (for example next week) and which timezone the other person will understand. If they are remote, name the timezone abbreviation in your opening line so they do not have to guess.
- 2
Pull free times from Google Calendar
Open Google Calendar and scan the range for open blocks, or use a tool that reads free/busy and produces pasteable text. Include only times you would actually accept — buffer travel and focus blocks that are not on the calendar as busy.
- 3
Write a short intro line
One sentence is enough: thank them, state the meeting length if known, and say you are listing times in a named timezone. Avoid dumping a wall of times with no context.
- 4
Paste the list into the email body
Put the availability list in the body as plain text (or a simple bulleted list). Keep one day per line so it is easy to reply to. Do not attach a calendar file unless they asked for one.
- 5
Ask them to pick and confirm
Close with a clear ask: reply with the day and time that works, and you will send a calendar invite. That keeps control of the invite with you and avoids a booking-link flow.
Example email
Example only — sample times, not live calendar data. Copy and adapt.
Hi Maya, Happy to find a time. Here are some openings next week (all Eastern): Mon (3/3): 9–11am, 2–4pm Tue (3/4): 10am–12pm Thu (3/6): 1–3:30pm If one of those works for 30 minutes, reply with the slot and I will send an invite. Thanks, Alex
Frequently asked questions
Should I send a Google Calendar invite instead of listing times?
Send the invite after they pick a time. Listing options first is clearer when they need to check their own calendar before committing.
Is a booking link better for email?
A booking link helps for high-volume inbound scheduling. For a one-off thread where tone matters, plain-text times in the email are usually enough and easier to reply to.
How many options should I offer?
Three to five windows across a few days is usually enough. Too many options makes the reply harder; too few can force another round of email.
What if my calendar changes after I send the email?
If a slot fills up, reply quickly with an update and a replacement option. Generating from a live calendar right before you send reduces that risk.
Ready for your real calendar?
Sign in with Google — read-only access — and copy your free times in about ten seconds.
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