In our fast-paced world, finding the right words to express ourselves with care can make a world of difference. When you’re reaching out to someone—whether it’s a colleague, a friend, or a loved one—choosing thoughtful, empathetic phrases can help build stronger connections and convey respect.
The phrase “When is a good time” is often used to schedule plans or make inquiries, but there are plenty of alternatives that can feel more personal, warmer, or even more polite, depending on the situation. Here are 20 great alternatives, with examples, to help you communicate in ways that resonate.
What Does “When Is a Good Time” Mean?
The phrase “When is a good time” is commonly used to inquire about a suitable moment for something, such as a meeting, a call, or a conversation. It’s a simple, polite way of showing consideration for someone’s schedule and availability. However, sometimes a more nuanced or personalized approach is necessary, and using different expressions can show extra care and attentiveness to the other person’s time.
Is It Professional/Polite to Say “When Is a Good Time”?
Saying “When is a good time” is professional and polite, especially in a context where you’re being considerate of someone’s time and availability. In most cases, it’s a great way to gently ask for a meeting or call, but there may be more refined or formal alternatives in certain professional settings. Exploring these alternatives will help you become more adaptable in different situations while maintaining the same level of respect.
Pros and Cons of saying “When Is a Good Time”
Pros:
- Simple and direct
- Polite and respectful
- Widely understood across cultures
Cons:
- Can be perceived as a bit casual or abrupt
- May sound too generic or neutral for certain relationships
Synonyms for “When Is a Good Time”
- When Would Be Convenient for You?
- What Time Works Best for You?
- Could You Let Me Know a Suitable Time?
- Is There a Time That Works for You?
- When Can We Connect?
- What Would Be a Good Time for You?
- Can We Set Up a Time That Works?
- What’s Your Availability Like?
- What Would Be a Convenient Time?
- Would You Be Available at Any Time?
- Would You Happen to Have Some Time?
- When Would You Be Free to Chat?
- Do You Have a Moment to Talk?
- Is There a Convenient Time for You?
- Would It Be Possible to Find a Time That Works?
- What Time Would Be Best for You?
- Is There a Preferred Time That Works for You?
- Shall We Arrange a Time That Works?
- When Would You Like to Schedule a Meeting?
- Let Me Know When You’re Available
1. “When Would Be Convenient for You?”
This phrase is a wonderful way to acknowledge someone’s busy schedule and show that you care about their convenience. It’s slightly more formal than “When is a good time” and implies a willingness to adapt to their needs.
Scenario Example:
Hi [Name],
I hope you’re doing well! I wanted to check in and see when would be convenient for you to discuss the project details. Please let me know what time works best.
Best regards, [Your Name]
Best Use: Ideal for professional emails or when you’re working with clients or colleagues and want to show extra thoughtfulness.
Additional Note: Using “convenient” adds a level of respect, as it puts the other person’s needs and preferences first.
2. “What Time Works Best for You?”
This alternative is casual yet respectful. It’s a great way to open up the conversation without sounding too formal or stiff. The emphasis here is on flexibility, making it a friendly choice for both personal and professional contexts.
Scenario Example:
Hi [Name],
I’d love to catch up! What time works best for you to have a quick chat tomorrow? Let me know when you’re free.
Best, [Your Name]
Best Use: Perfect for informal settings, like arranging a coffee meeting or checking in with a friend. It’s also suitable for colleagues you are familiar with.
Additional Note: This phrase strikes a friendly tone while being respectful of the other person’s schedule.
3. “Could You Let Me Know a Suitable Time?”
A polite and formal expression, “Could you let me know a suitable time?” conveys a more respectful tone, especially useful when speaking with people in higher positions or those you don’t know well.
Scenario Example:
Dear [Name],
I hope you’re having a pleasant day. Could you let me know a suitable time for us to discuss the upcoming meeting? I’m flexible and will work around your schedule.
Kind regards, [Your Name]
Best Use: Ideal for formal business emails or when interacting with senior colleagues or clients.
Additional Note: This is a more formal alternative, demonstrating both respect and a sense of professionalism.
4. “Is There a Time That Works for You?”
This is a gentler approach to scheduling. It’s polite but doesn’t assume the person is already committed to a specific time, offering them the flexibility to choose.
Scenario Example:
Hi [Name],
I was wondering, is there a time that works for you to catch up on the progress of the project? Let me know what fits your schedule.
Cheers, [Your Name]
Best Use: A conversational choice for informal settings with friends, peers, or anyone you have an ongoing relationship with.
Additional Note: This phrasing shows a respectful understanding that their time might be limited, making it feel more considerate.
5. “When Can We Connect?”
A slightly more casual approach, “When can we connect?” implies an open-ended invitation to talk without forcing a rigid time frame. It’s ideal for quick check-ins or catch-ups.
Scenario Example:
Hey [Name],
I hope you’re doing well! Just wanted to ask, when can we connect for a quick discussion? Let me know what works for you.
Best, [Your Name]
Best Use: Perfect for informal or semi-formal situations when arranging meetings or chats with friends or colleagues.
Additional Note: This wording is warm and friendly without being too forward.
6. “What Would Be a Good Time for You?”
This version of the question adds a layer of politeness by giving the other person full control over scheduling. It’s often used in situations where you want to ensure that the other person is comfortable with the time you’re suggesting.
Scenario Example:
Hi [Name],
Hope you’re having a great day! I’d like to find a moment that works for both of us. What would be a good time for you to discuss the proposal?
Best regards, [Your Name]
Best Use: Useful when you’re working in teams or need to involve multiple people in decision-making.
Additional Note: This phrasing highlights your awareness and respect for the other person’s time.
7. “Can We Set Up a Time That Works?”
This option is great for when you want to collaboratively choose a time that works for everyone involved. It’s informal and a great way to emphasize teamwork.
Scenario Example:
Hi [Name],
I was hoping we could set up a time to go over the presentation. Let me know what works best for you, and I’ll adjust my schedule accordingly.
Best, [Your Name]
Best Use: Ideal for setting appointments in a team or group environment.
Additional Note: It’s a collaborative way of scheduling that involves others in choosing a time.
8. “What’s Your Availability Like?”
This expression is perfect when you need to find out about someone’s schedule without committing to any particular time. It’s very open-ended, allowing the other person to suggest a range of options.
Scenario Example:
Hi [Name],
I hope everything is going well on your end. I’d love to catch up, but I’m flexible. What’s your availability like this week? Let me know.
Warmly, [Your Name]
Best Use: Excellent for informal settings when flexibility is key, especially in fast-paced environments.
Additional Note: This wording helps in making open-ended plans, offering plenty of freedom for the other person to respond.
9. “What Would Be a Convenient Time?”
This version adds a touch of formality by incorporating the word “convenient,” which makes it more considerate of the other person’s preferences.
Scenario Example:
Dear [Name],
I hope you’re well. I was hoping to discuss the project—what would be a convenient time for you? Let me know your availability, and I will adjust accordingly.
Best regards, [Your Name]
Best Use: This is ideal when speaking with clients or individuals in higher positions, showing that their time is of high priority.
Additional Note: Using “convenient” adds an extra level of respect.
10. “Would You Be Available at Any Time?”
This question is a little more formal than “When is a good time,” but it’s perfect when you are very flexible and just need to find a moment to talk. It implies that you’re ready to work around the other person’s schedule.
Scenario Example:
Hello [Name],
I hope everything is going well. I’d like to find a moment for us to talk. Would you be available at any time this week for a quick meeting?
Best regards, [Your Name]
Best Use: Ideal for business settings where you’re working with people who have demanding schedules.
Additional Note: This is a flexible and professional way to request time, especially when the other person’s schedule may be unpredictable.
11. “Would You Happen to Have Some Time?”
This phrase is gentle and polite, making it perfect when you don’t want to impose but still need to ask about someone’s availability. It subtly conveys that you understand their time is valuable.
Scenario Example:
Subject: Quick Check-In
Hi [Name],
I hope you’re doing well! Would you happen to have some time this week for a brief conversation? I’d really appreciate the opportunity to connect at your convenience.
Looking forward to hearing from you!
Best, [Your Name]
Best Use: This works well in professional and personal settings when you want to sound warm and considerate.
Additional Note: Adding “happen to” softens the request, making it sound less demanding and more respectful.
12. “When Would You Be Free to Chat?”
This alternative keeps things casual and friendly, perfect for personal connections and informal work conversations. It’s engaging without being too formal.
Scenario Example:
Subject: Catching Up
Hey [Name],
It’s been a while! I’d love to catch up—when would you be free to chat? Let me know when it works for you.
Looking forward to it!
Best, [Your Name]
Best Use: Great for friends, colleagues, or networking situations where you want to sound warm and approachable.
Additional Note: This phrase works best when the conversation is meant to be relaxed and informal.
13. “Do You Have a Moment to Talk?”
A direct yet polite question that works well when you need a short discussion. It’s great for quick check-ins.
Scenario Example:
Subject: Quick Question
Hi [Name],
I wanted to check in on something. Do you have a moment to talk sometime today or tomorrow? Let me know when it’s convenient for you.
Thanks, [Your Name]
Best Use: Perfect for situations where you need a brief conversation rather than a long meeting.
Additional Note: This works well in casual and professional settings without feeling too formal.
14. “Is There a Convenient Time for You?”
This version emphasizes consideration and respect, making it great for both formal and informal interactions.
Scenario Example:
Subject: Scheduling a Quick Chat
Dear [Name],
I hope you’re doing well. Is there a convenient time for you to go over the report details? Please let me know when it works best for you.
Looking forward to your response!
Best, [Your Name]
Best Use: Works well in professional settings where you want to sound courteous and flexible.
Additional Note: The word “convenient” helps make the message sound polite and considerate.
15. “Would It Be Possible to Find a Time That Works?”
This phrase is collaborative and professional, showing that you are open to adjusting your schedule as needed.
Scenario Example:
Subject: Finding a Time to Meet
Hi [Name],
I wanted to check if we could schedule a time to meet. Would it be possible to find a time that works for both of us this week? Let me know what’s best for you.
Thanks, [Your Name]
Best Use: Great for professional and business settings when coordinating with teams or clients.
Additional Note: This wording makes it clear that you’re willing to be flexible to accommodate their schedule.
16. “What Time Would Be Best for You?”
A simple, direct, and polite alternative that keeps the focus on the other person’s preference.
Scenario Example:
Subject: Setting Up a Meeting
Hi [Name],
I’d love to schedule a time to discuss our next steps. What time would be best for you this week? I’ll make sure to adjust accordingly.
Looking forward to hearing your thoughts!
Best, [Your Name]
Best Use: Perfect for one-on-one meetings where you want to prioritize the other person’s time.
Additional Note: This phrase ensures that the conversation is scheduled at a time that suits them best.
17. “Is There a Preferred Time That Works for You?”
This phrasing adds an extra layer of respect by asking about their preferred time instead of just any available slot.
Scenario Example:
Subject: Scheduling a Call
Hi [Name],
I’d like to set up a call to go over the latest updates. Is there a preferred time that works for you? Let me know what fits your schedule.
Thanks! [Your Name]
Best Use: Great for clients or senior colleagues when you want to show extra courtesy and consideration.
Additional Note: Using “preferred” acknowledges that the person may have specific times that work best for them.
18. “Shall We Arrange a Time That Works?”
This phrase is collaborative and professional, making it feel like a mutual decision rather than a one-sided request.
Scenario Example:
Subject: Finding a Meeting Time
Dear [Name],
I’d like to schedule a meeting with you. Shall we arrange a time that works for both of us? Let me know your availability.
Best regards, [Your Name]
Best Use: Best for business discussions where scheduling should feel like a joint decision.
Additional Note: This phrase sounds polite and cooperative without being too formal.
19. “When Would You Like to Schedule a Meeting?”
This alternative shifts the focus to the other person’s preferences, making it feel more accommodating.
Scenario Example:
Subject: Setting Up a Meeting
Hi [Name],
I’d love to schedule some time to go over the details. When would you like to schedule a meeting? Let me know what works best for you.
Looking forward to it!
Best, [Your Name]
Best Use: Great for professional or networking settings when you want the other person to take the lead in setting the time.
Additional Note: This makes it clear that you are open to their schedule and willing to be flexible.
20. “Let Me Know When You’re Available”
This is a relaxed and polite way of asking for availability without being too formal.
Scenario Example:
Subject: Checking Your Availability
Hey [Name],
I’d love to discuss this further. Let me know when you’re available, and we’ll set up a time that works.
Best, [Your Name]
Best Use: Ideal for casual work interactions or catching up with friends and colleagues.
Additional Note: This phrase keeps the conversation open-ended, allowing the other person to respond freely.
Conclusion
The way you ask for someone’s availability can impact how your message is received. Whether you want to sound professional, polite, friendly, or warm, there are plenty of alternatives to “When is a good time?” that help you express yourself with care and thoughtfulness. By using these phrases, you can make your communication more engaging and considerate, strengthening your relationships in both professional and personal settings.
