How to write an availability email (templates)

How to structure the email

1. 1

   Open with context and meeting length

   One line on why you are meeting and how long you need. That helps them judge which of your windows fit.

2. 2

   State the timezone once

   Put the timezone in the sentence that introduces the list. Do not make readers infer it from your signature alone.

3. 3

   List options in a consistent format

   Day, date, and time ranges on separate lines. Consistent formatting is easier to quote than mixed prose (“sometime Tuesday afternoon”).

4. 4

   Close with a single clear ask

   “Reply with a time and I will send the invite” beats “let me know what works” with no next step.

5. 5

   Edit after you paste real calendar times

   Templates are scaffolding. Always swap in accurate free times and delete slots you cannot honor.

Copyable templates

Example only — sample times, not live calendar data. Copy and adapt.

Subject: Times for a quick call

Hi {{name}},

Would you be free for {{duration}} sometime next week? A few options on my side (all {{timezone}}):

{{availability_list}}

If one of those works, reply with your pick and I will send a calendar invite. If not, feel free to suggest another window.

Thanks,
{{your_name}}

Subject: Re: finding a time

Thanks — here is what still works this week ({{timezone}}):

{{availability_list}}

Happy to take whichever is easiest on your end.

Subject: Availability for {{topic}}

I can do any of the following for {{duration}} (times in {{timezone}}):

{{availability_list}}

Please reply with the best option, or send two alternatives if none of these fit.