In any conversation, especially when trying to schedule a meeting, finding the right words is key to sounding thoughtful and considerate. When we want to ask about the best time for someone, it’s crucial to express it in a way that feels personal and welcoming. Instead of the usual “What time suits you best?”, there are plenty of other ways to ask the same question while adding warmth and care to your communication. These alternatives can make your message feel more meaningful and considerate, helping to foster better relationships both personally and professionally.
In this article, we’ll explore 20 different ways to ask someone when they’re available, along with examples, email templates, usage tips, and best practices. Let’s dive into these variations and see how they can elevate your communication style!
What Does “What Time Suits You Best?” Mean?
The phrase “What time suits you best?” is a polite and considerate way to ask someone when they’re available to meet or do something. It’s typically used in both formal and informal settings to show respect for the other person’s schedule.
By asking this question, you’re acknowledging their time and giving them the choice to pick a time that works for them. It’s often used in business emails, casual chats, or scheduling a casual coffee with a friend.
Is It Professional/Polite to Say “What Time Suits You Best?”
Yes, the phrase “What time suits you best?” is considered professional and polite in many situations, from business emails to friendly catch-ups. It’s a flexible phrase that conveys respect for the other person’s schedule while being courteous and non-imposing.
This makes it a suitable choice for most professional settings. However, it can sometimes sound a little formal or distant depending on the context, so it’s worth considering if a more casual approach might be more appropriate.
Pros and Cons of Saying ‘What Time Suits You Best?’
Pros:
- Polite and respectful
- Encourages flexibility
- Works well in professional and casual settings
Cons:
- May sound overly formal in casual conversations
- Can sometimes be too vague if a response is needed quickly
- Might feel impersonal without added warmth
Synonyms For “What Time Suits You Best?”
- When Are You Available?
- What Time Works for You?
- What Time Is Convenient for You?
- When Would Be a Good Time?
- What Time Is Best for You?
- What Time Can I Schedule for You?
- When Can You Fit Me In?
- When Are You Free?
- What Time Fits Into Your Schedule?
- When Would Be a Convenient Moment?
- What Time Do You Have Open?
- When Can We Make It Work?
- When Is Your Window of Availability?
- What Time Is Open for You?
- What Time Works with Your Schedule?
- When Can I Catch You?
- When Can We Set Aside Time?
- What Time Are You Good For?
- When Can We Meet?
- What Time Would You Prefer?
1. “When Are You Available?”
This simple and clear phrase is a friendly way to inquire about someone’s availability. It’s straightforward without sounding too formal, making it versatile for a range of situations. Whether you’re texting a colleague or asking a friend to meet up, “When are you available?” can fit almost any situation.
Scenario Example: Subject: Scheduling a Quick Chat
“Hi [Name],
I hope you’re doing well! I was hoping to catch up with you soon. When are you available for a quick chat tomorrow?
Looking forward to hearing from you!
Best,
[Your Name]”
Best Use: Casual emails, personal chats, or when scheduling with colleagues you’ve worked with before.
Additional Note: This option is friendly and easy to understand. It gives the other person the freedom to provide a few options without making them feel pressured.
2. “What Time Works for You?”
If you want to sound flexible and easygoing while maintaining respect for the other person’s time, “What time works for you?” is a great option. It’s casual and polite, allowing the recipient to feel empowered in choosing a time that’s most convenient for them.
Scenario Example: “Subject: Setting Up a Meeting
“Hi [Name],
I hope all is well! I wanted to see what time works for you this week to discuss our upcoming project. Let me know when you’re free.
Best regards,
[Your Name]”
Best Use: Perfect for informal and semi-professional communication, like planning a meeting with a coworker or friend.
Additional Note: It’s a versatile option—polite without being stiff. It’s great when you want to sound casual but respectful.
3. “What Time Is Convenient for You?”
This version is a touch more formal than others, making it ideal when you’re dealing with busy professionals or clients. Asking “What time is convenient for you?” shows a high level of consideration for someone’s time and availability.
Scenario Example: Subject: Project Review Timing
“Dear [Name],
I hope you’re having a good day! I’ve completed the draft for our project, and I’m wondering what time is convenient for you to review it? Please let me know when it works best.
Thank you,
[Your Name]”
Best Use: Professional emails where you want to show deference to someone’s schedule, such as in client communications or business meetings.
Additional Note: This phrasing is ideal when you know the other person has a packed schedule, as it makes the ask feel considerate.
4. “When Would Be a Good Time?”
“When would be a good time?” sounds more casual and can be a perfect fit for situations where you want to sound approachable. It’s not too formal, making it ideal for light work chats or asking a friend to meet up.
Scenario Example: Subject: Follow-Up Discussion
“Hi [Name],
I wanted to follow up on our last discussion. When would be a good time for you to have a quick chat and finalize the details?
Looking forward to hearing from you.
Best regards,
[Your Name]”
Best Use: Ideal for casual professional settings, such as following up on a previous conversation or setting up a light meeting.
Additional Note: While still polite, this phrase has a softer feel than the more formal options, making it well-suited to a relaxed work environment.
5. “What Time Is Best for You?”
“What time is best for you?” shows a considerate tone and reflects an awareness that the other person’s time might be limited. It’s polite without being overly formal, making it suitable for a variety of professional or personal situations.
Scenario Example: Subject: Scheduling Our Meeting
“Dear [Name],
I’m looking forward to our upcoming meeting! What time is best for you on Friday? Let me know what works, and I’ll make sure to schedule accordingly.
Best regards,
[Your Name]”
Best Use: Professional and personal settings where you want to show genuine respect for someone’s preferences, like scheduling a catch-up or a formal meeting.
Additional Note: While this is polite, it’s also a bit more thoughtful than just asking “When are you available?” because it actively takes their preference into account.
6. “What Time Can I Schedule for You?”
This option adds a layer of proactivity while still respecting the other person’s time. If you’re the one arranging the schedule, offering to schedule something for them can feel more accommodating and considerate.
Scenario Example: Subject: Scheduling Our Meeting
“Hi [Name],
I hope you’re doing well! I’d love to set up a meeting to discuss our next steps. What time can I schedule for you this week? Let me know what works best for your schedule.
Thank you,
[Your Name]”
Best Use: When offering multiple time slots but want to make it clear that the other person’s availability is your priority.
Additional Note: It’s both formal and polite, which makes it a good choice for professional contexts, especially in corporate settings.
7. “When Can You Fit Me In?”
This phrase has a more relaxed tone, which can be helpful when you’re trying to sound understanding of someone’s busy schedule. It conveys that you’re flexible but still want to find a time to connect.
Scenario Example: Subject: Quick Meeting Request
“Dear [Name],
I know you have a packed schedule, but when can you fit me in for a quick chat regarding the project updates? Let me know, and I’ll adjust accordingly.
Best regards,
[Your Name]”
Best Use: Informal settings or when communicating with someone you have a friendly rapport with, but still want to maintain professionalism.
Additional Note: This version works well if you’re trying to show that you understand the other person’s busy schedule while making the request more relaxed.
8. “When Are You Free?”
A simple and casual question, “When are you free?” can work well when you want to keep things light and unpretentious. It’s great when you’re talking to a friend or colleague with whom you share a more casual relationship.
Scenario Example: Subject: Follow-Up on Our Project
“Hi [Name],
I hope all is well! I wanted to follow up on our project. When are you free this week to go over the details and next steps?
Best regards,
[Your Name]”
Best Use: Casual conversations with coworkers or friends where you’re simply looking for a time that works for both of you.
Additional Note: It’s a bit informal, so you might want to avoid using it in very formal settings, such as business correspondence with a client or senior manager.
9. “What Time Fits Into Your Schedule?”
If you’re talking to someone with a packed calendar, asking “What time fits into your schedule?” shows great awareness and respect for their time. It’s both polite and thoughtful.
Scenario Example: Subject: Meeting Availability
“Hi [Name],
I hope you’re having a good day! I want to ensure our meeting doesn’t conflict with anything. What time fits into your schedule on Wednesday?
Thanks so much,
[Your Name]”
Best Use: When scheduling with someone whose time is limited or has a packed agenda, such as executives or clients.
Additional Note: It’s more considerate than just asking “When are you available?” and reflects an understanding of the other person’s commitments.
10. “When Would Be a Convenient Moment?”
This version of asking about someone’s availability is a bit more formal and ideal for professional settings. It sounds thoughtful, showing you want to make sure the time works well for them.
Scenario Example: Subject: Scheduling a Meeting
“Dear [Name],
I hope all is well! I’m hoping to meet soon. When would be a convenient moment for us to talk? Please let me know what works for you.
Best regards,
[Your Name]”
Best Use: Ideal for professional settings where you want to convey respect for the other person’s time without sounding too formal.
Additional Note: It’s a good choice when the other person’s time is valuable, but you don’t want to make them feel pressured.
11. “What Time Do You Have Open?”
This phrase is a more casual, yet still polite way to ask about someone’s availability. It suggests flexibility while giving them the freedom to suggest a time that works for them. It’s a friendly way to ensure you’re not being too pushy while acknowledging their busy schedule.
Scenario Example: Subject: Quick Catch-Up
“Hi [Name],
I hope you’re doing well! I wanted to check in and see what time you have open for a quick chat this week. Please let me know when you’re available.
Looking forward to it!
Best regards,
[Your Name]”
Best Use: When you want to sound casual but still considerate in both personal and professional settings.
Additional Note: This version is informal, so it’s best used with colleagues or friends who have a more relaxed communication style.
12. “When Can We Make It Work?”
If you’re looking to set up a meeting with some flexibility, “When can we make it work?” offers a collaborative tone. This phrasing implies that you’re open to the other person’s suggestions and are willing to adjust based on their schedule.
Scenario Example: Subject: Setting a Meeting Time
“Hi [Name],
I hope you’re doing well. I wanted to discuss our project and set up a meeting. When can we make it work for you? I’m flexible, so just let me know what time suits you best.
Best regards,
[Your Name]”
Best Use: In collaborative or team environments where finding a mutually convenient time is important.
Additional Note: This phrasing conveys flexibility and emphasizes teamwork, making it ideal for group meetings or when collaborating on a project.
13. “When Is Your Window of Availability?”
This slightly formal phrase conveys respect for the other person’s time while acknowledging that they may have limited availability. It’s perfect for professional settings where someone’s time is highly valued and needs to be managed carefully.
Scenario Example: Subject: Scheduling a Meeting
“Dear [Name],
I hope everything is going well! I understand that your schedule may be tight, so I wanted to ask when is your window of availability to meet and discuss the next steps for the project?
Best regards,
[Your Name]”
Best Use: When communicating with professionals who have busy schedules and you need to be considerate of their time.
Additional Note: This alternative shows a high level of respect for someone’s time and is ideal for situations where scheduling is more complex or time-sensitive.
14. “What Time Is Open for You?”
Asking “What time is open for you?” is a gentle and flexible way to inquire about availability. It suggests that you’re open to any time that works for them, making it a very considerate way to phrase the question.
Scenario Example: Subject: Scheduling Our Meeting
“Hi [Name],
I hope all is well! I was wondering what time is open for you this week so we can sit down and discuss the project details. Let me know when you’re available.
Best regards,
[Your Name]”
Best Use: In casual work settings or when arranging a friendly catch-up.
Additional Note: While this phrasing is fairly informal, it still conveys consideration for the other person’s time, making it a great choice when you want to be flexible without being overly formal.
15. “What Time Works with Your Schedule?”
This phrase is another respectful way to ask about someone’s availability. It implies a more formal tone than some other options and can be useful when you want to be particularly mindful of someone’s busy calendar.
Scenario Example: Subject: Scheduling a Meeting
“Hi [Name],
I hope you’re doing well! I wanted to check in and see what time works with your schedule next week. I’m flexible, so just let me know when you’re free.
Best regards,
[Your Name]”
Best Use: Ideal for professional or formal emails where you want to show respect for someone’s time while offering flexibility.
Additional Note: This phrasing is a little more formal than other alternatives, so it’s best used in more structured, business-oriented environments.
16. “When Can I Catch You?”
A bit more informal, “When can I catch you?” conveys an easy-going tone, making it ideal for conversations with colleagues or friends. It’s perfect for situations where you’re trying to keep the tone light but still want to get a response about scheduling.
Scenario Example: Subject: Catching Up on the Report
“Hi [Name],
I hope everything’s going well! I wanted to check in about the report. When can I catch you for a quick meeting to discuss it?
Best regards,
[Your Name]”
Best Use: Casual settings where the recipient’s schedule may not be as rigid, such as with teammates or friends.
Additional Note: This phrase works well if you have a more relaxed relationship with the person and want to keep the conversation friendly.
17. “When Can We Set Aside Time?”
This phrasing has a more formal tone and conveys respect for the other person’s time while also emphasizing the importance of scheduling. It works well when you’re coordinating with someone who has a busy schedule and you want to ensure you prioritize the meeting.
Scenario Example: Subject: Meeting Request
“Dear [Name],
I hope you’re doing well! I wanted to see when we can set aside time to discuss the new proposal. Please let me know when works best for you.
Best regards,
[Your Name]”
Best Use: In more formal or business-related contexts when you want to show respect for the other person’s time.
Additional Note: This phrase can feel a little more formal, so it’s best used in situations where you need to emphasize the importance of the meeting.
18. “What Time Are You Good For?”
A casual, easy-going alternative to other more formal options, “What time are you good for?” is best suited for informal settings. It maintains a friendly tone while still being respectful of the other person’s availability.
Scenario Example: Subject: Chat About the Project
“Hi [Name],
I hope you’re doing well! I wanted to check in about the project. What time are you good for this week to discuss it?
Best regards,
[Your Name]”
Best Use: Perfect for informal and casual conversations where you have a relaxed working relationship with the other person.
Additional Note: While it’s easy-going, it’s important to consider the tone of your relationship with the person you’re speaking to—use it when you’re comfortable with them.
19. “When Can We Meet?”
This is a straightforward and simple way to ask someone about their availability. It works well in almost any situation where you need to quickly find a suitable time to meet.
Scenario Example: “Let’s meet soon! When can we meet this week to discuss the plan?”
Subject: Scheduling a Meeting
“Hi [Name],
I hope you’re having a great day! When can we meet this week to discuss the upcoming project?
Best regards,
[Your Name]”
Best Use: This version is perfect for casual meetings or when you’re coordinating with someone who doesn’t require a lot of back-and-forth scheduling.
Additional Note: It’s direct, so if you’re looking for a more formal phrasing, you may want to opt for one of the other alternatives.
20. “What Time Would You Prefer?”
Asking “What time would you prefer?” is an incredibly polite and considerate way to ask about availability. It shows that you’re giving the other person the power to choose a time that best works for them, adding a sense of respect and care.
Scenario Example:Subject: Meeting Preferences
“Hi [Name],
I hope everything is going well! I want to make sure our meeting fits into your schedule. What time would you prefer for us to meet this week?
Best regards,
[Your Name]”
Best Use: Formal and polite, great for business settings or when arranging meetings with clients or senior colleagues.
Additional Note: This phrasing is respectful and works well when you want to show a high degree of consideration for the other person’s needs.
Conclusion
Choosing the right words can truly make a difference in how you connect with others. Whether you’re arranging meetings, catching up with colleagues, or trying to plan something with friends, using phrases like the ones above shows respect, warmth, and consideration for the other person’s time.
By choosing a variety of alternatives to “What time suits you best?”, you can add a personal touch to your communication that fosters better, more positive relationships. Try experimenting with these alternatives, and you might find yourself feeling more confident in your conversations!
