Finding the right words matters, especially when you want to express care, warmth, and thoughtfulness in communication. Instead of using the usual “Please let me know your availability,” why not try phrasing it in a more personal and engaging way?
Whether you’re reaching out for a meeting, scheduling a call, or coordinating plans, these alternatives will help you sound more natural, professional, and considerate.
What Does “Please Let Me Know Your Availability” Mean?
At its core, “Please let me know your availability” is a polite way to ask someone when they are free to meet, talk, or collaborate. It’s commonly used in professional settings, emails, and messages when scheduling meetings, appointments, or discussions.
While it’s clear and widely understood, it can sometimes feel impersonal or overly formal. That’s why using alternative phrasing can make your message feel warmer and more engaging.
Is It Professional/Polite to Say “Please Let Me Know Your Availability”?
Yes, it’s both polite and professional, making it a widely accepted phrase in business and personal communication. However, its tone can sometimes come off as overly formal or generic, depending on the context.
If you’re writing to a colleague, client, or friend, you might want to tweak the wording slightly to match the relationship and setting. Choosing a warmer, more personal, or even slightly casual alternative can make your request feel more engaging and thoughtful.
Pros and Cons of Saying “Please Let Me Know Your Availability”
Pros:
- Professional and polite
- Universally understood
- Works well in emails and messages
Cons:
- Can sound robotic or impersonal
- Lacks warmth and personality
- Overused in formal settings
Synonyms For Please Let Me Know Your Availability:
- When would be a good time for you?
- Could you share your availability with me?
- Let me know when you’re free.
- What times work best for you?
- Do you have any availability this week?
- Let me know when you’re available.
- What’s your schedule like this week?
- Can you let me know a time that works for you?
- When would be most convenient for you?
- I’d love to know your availability.
- Would you be available at any point this week?
- Could we find a time that works for both of us?
- When’s a good time for us to connect?
- Let’s set up a time that suits you.
- Please share the times that work for you.
- Do you have any open slots this week?
- Would you be free to chat sometime soon?
- Let me know what time works for you.
- Drop me a note with your available times.
- What day and time work best for you?
1. When would be a good time for you?
This phrase adds a touch of warmth and consideration, making it feel more engaging than a standard request.
Scenario Example:
Subject: Checking Your Availability for a Quick Chat
Hi [Name],
I’d love to connect regarding [topic]. When would be a good time for you? Let me know what works best, and I’ll do my best to accommodate.
Best,
[Your Name]
Best Use:
- Casual or professional emails
- When scheduling informal meetings
- When flexibility is needed
Additional Note:
This phrase makes the request feel less transactional and more conversational.
2. Could you share your availability with me?
A slightly more direct approach that still maintains warmth and professionalism.
Scenario Example:
Subject: Scheduling a Meeting
Hi [Name],
I’d love to find a time that works for both of us. Could you share your availability with me? Looking forward to our conversation!
Best,
[Your Name]
Best Use:
- Professional emails
- When scheduling with clients or team members
- When you need an exact time
Additional Note:
This phrase keeps it polite yet to the point without sounding too formal.
3. Let me know when you’re free.
A casual yet effective alternative that keeps things simple.
Scenario Example:
Subject: Quick Catch-Up?
Hey [Name],
Hope you’re doing well! Let me know when you’re free, and we can set up a quick chat. Looking forward to catching up!
Best,
[Your Name]
Best Use:
- Friendly emails or texts
- Informal meetings
- Scheduling casual check-ins
Additional Note:
This phrase makes your request feel relaxed and natural.
4. What times work best for you?
This gives the recipient control over scheduling while keeping it open-ended.
Scenario Example:
Subject: Finding a Time That Works
Hi [Name],
I’d love to set up a time to discuss [topic]. What times work best for you? Let me know, and I’ll arrange accordingly.
Best,
[Your Name]
Best Use:
- Collaborative scheduling
- Professional or casual settings
- When giving flexibility to the other person
Additional Note:
This phrase makes scheduling easy and gives the other person control.
5. Do you have any availability this week?
Great for setting a specific time frame while keeping it flexible.
Scenario Example:
Subject: Checking Your Schedule
Hi [Name],
Would love to connect this week! Do you have any availability? Let me know, and I’ll make it work.
Best,
[Your Name]
Best Use:
- Time-sensitive requests
- Scheduling short-term meetings
- When looking for a quick response
Additional Note:
This phrase sets a clear timeframe while remaining polite.
6. Let me know when you’re available.
A simple yet effective way to ask for someone’s availability without sounding too formal. It keeps things open-ended, allowing the other person to suggest a time that works best for them.
Scenario Example:
Subject: Quick Check-in
Hi [Name],
Hope you’re doing well! Let me know when you’re available, and we can schedule a time to connect. Looking forward to our conversation!
Best,
[Your Name]
Best Use:
- Casual and professional settings
- When you want to keep the request flexible
- Ideal for one-on-one meetings
Additional Note:
This phrase keeps things conversational and approachable, making it great for friendly and professional communication alike.
7. What’s your schedule like this week?
This phrase works well when trying to gauge someone’s availability without being too direct. It allows them to share their open slots at their convenience.
Scenario Example:
Subject: Checking Your Schedule
Hi [Name],
I’d love to set up a time to chat. What’s your schedule like this week? Let me know when you’re free, and I’ll do my best to accommodate.
Best,
[Your Name]
Best Use:
- Professional and casual meetings
- When trying to find a flexible time
- When scheduling a non-urgent discussion
Additional Note:
This question subtly puts the control in their hands, making it easier for them to suggest a time that works.
8. Can you let me know a time that works for you?
A polite yet slightly more direct way to request availability while still being considerate of the recipient’s schedule.
Scenario Example:
Subject: Scheduling a Call
Hi [Name],
Hope you’re doing well! Can you let me know a time that works for you? I’d love to connect whenever it’s most convenient for you.
Best,
[Your Name]
Best Use:
- Scheduling professional meetings
- When you need a clear response
- When coordinating with busy professionals
Additional Note:
This phrase is clear and respectful, making it perfect for both formal and casual requests.
9. When would be most convenient for you?
This phrase adds a touch of thoughtfulness by acknowledging the recipient’s schedule and priorities.
Scenario Example:
Subject: Finding a Time That Works
Hi [Name],
I’d love to discuss [topic] with you. When would be most convenient for you? Let me know your availability, and I’ll do my best to adjust.
Best,
[Your Name]
Best Use:
- Client or senior management emails
- When you want to be extra considerate
- When scheduling around a busy calendar
Additional Note:
This phrase shows respect for their time, making it ideal for important or formal interactions.
10. I’d love to know your availability.
This phrase makes the request feel warm and engaging rather than transactional.
Scenario Example:
Subject: Catching Up Soon
Hi [Name],
It’s been a while! I’d love to know your availability so we can set up a time to chat. Let me know when works for you!
Best,
[Your Name]
Best Use:
- Reconnecting with colleagues or friends
- Casual and warm professional emails
- When making a friendly scheduling request
Additional Note:
Adding “I’d love to” makes it feel more personal and inviting.
11. Would you be available at any point this week?
A great way to check availability within a set timeframe while keeping it flexible.
Scenario Example:
Subject: Availability This Week
Hi [Name],
I’d love to discuss [topic] sometime soon. Would you be available at any point this week? Let me know, and we’ll coordinate a time.
Best,
[Your Name]
Best Use:
- When you need a response quickly
- Scheduling within a specific time frame
- When coordinating with multiple people
Additional Note:
This phrase works well when you need to finalize plans within a specific week.
12. Could we find a time that works for both of us?
This phrasing ensures that the scheduling is mutually convenient.
Scenario Example:
Subject: Aligning Our Schedules
Hi [Name],
I’d love to connect soon. Could we find a time that works for both of us? Let me know your availability, and I’ll coordinate on my end.
Best,
[Your Name]
Best Use:
- When both parties need flexibility
- Professional and personal use
- When scheduling is a two-way process
Additional Note:
This phrase fosters collaboration and makes scheduling feel fair.
13. When’s a good time for us to connect?
A friendly, natural way to ask for a meeting without sounding too formal.
Scenario Example:
Subject: Quick Call?
Hey [Name],
Hope you’re doing well! When’s a good time for us to connect? Let me know, and we’ll make it happen.
Best,
[Your Name]
Best Use:
- Informal meetings
- Friendly workplace conversations
- Networking or casual check-ins
Additional Note:
This phrase feels more relaxed and approachable while still being professional.
14. Let’s set up a time that suits you.
This phrasing shows consideration for the recipient’s schedule.
Scenario Example:
Subject: Finding a Suitable Time
Hi [Name],
I’d love to chat about [topic]. Let’s set up a time that suits you. Let me know what works best.
Best,
[Your Name]
Best Use:
- Client interactions
- When prioritizing their convenience
- Flexible scheduling
Additional Note:
This makes your request feel thoughtful and accommodating.
15. Please share the times that work for you.
A direct yet polite way to ask for available time slots.
Scenario Example:
Subject: Your Availability
Hi [Name],
I’d like to coordinate a time to connect. Please share the times that work for you, and I’ll plan accordingly.
Best,
[Your Name]
Best Use:
- Professional emails
- When scheduling needs to be efficient
- When needing exact time slots
Additional Note:
This phrase helps streamline scheduling while still being respectful.
16. Do you have any open slots this week?
A great way to ask for availability in a professional yet friendly tone.
Scenario Example:
Subject: Scheduling a Meeting
Hi [Name],
I’d love to chat soon. Do you have any open slots this week? Let me know, and I’ll work around your schedule.
Best,
[Your Name]
Best Use:
- Busy professionals
- When needing a quick response
- Business meetings
Additional Note:
This phrase sounds polished yet approachable.
17. Would you be free to chat sometime soon?
This phrase keeps things open-ended while expressing a genuine interest in having a conversation. It works well when you don’t need an immediate response but would like to connect soon.
Scenario Example:
Subject: Catching Up Soon
Hi [Name],
I hope you’re doing well! Would you be free to chat sometime soon? Let me know a time that works, and I’ll make sure to be available. Looking forward to our conversation!
Best,
[Your Name]
Best Use:
- Casual and professional settings
- When the timing isn’t urgent
- When you want to keep the conversation open-ended
Additional Note:
This phrase feels warm and friendly while still being professional. It’s great for reconnecting with colleagues, clients, or friends.
18. Let me know what time works for you.
A polite and direct way to ask for someone’s availability, giving them the freedom to choose a convenient time.
Scenario Example:
Subject: Finding a Time to Talk
Hi [Name],
I’d love to connect and discuss [topic]. Let me know what time works for you, and I’ll do my best to accommodate. Looking forward to it!
Best,
[Your Name]
Best Use:
- Business and personal communication
- When scheduling meetings with flexibility
- When trying to make it easy for the other person
Additional Note:
This phrase keeps the request simple and clear, making it easy for the recipient to respond.
19. Drop me a note with your available times.
A slightly more casual and engaging way to request availability while still sounding professional.
Scenario Example:
Subject: Checking Your Availability
Hi [Name],
I’d love to schedule some time to chat. Drop me a note with your available times, and I’ll coordinate on my end. Looking forward to catching up!
Best,
[Your Name]
Best Use:
- Casual work emails
- When you want a friendly and approachable tone
- When you’re open to multiple time options
Additional Note:
This phrase feels relaxed and natural, making it great for informal work relationships or networking.
20. What day and time work best for you?
A structured yet considerate way to ask for availability while ensuring clarity in scheduling.
Scenario Example:
Subject: Scheduling a Meeting
Hi [Name],
I’d love to find a time that suits us both. What day and time work best for you? Let me know, and I’ll adjust my schedule accordingly.
Best,
[Your Name]
Best Use:
- When scheduling needs to be efficient
- When working across different time zones
- When you need a specific day and time
Additional Note:
This phrase helps speed up the scheduling process by prompting a clear and direct response.
Conclusion
Finding the right words when scheduling meetings can make a big difference in how your message is received. Whether you want to sound professional, warm, or flexible, the alternatives provided here will help you communicate effectively and with care.
