Finding the right words isn’t just about sounding polite — it’s about making the other person feel comfortable and heard. When you’re trying to set up a meeting or catch up with someone, how you ask about their availability can make a big difference.
Instead of the usual “What time works best for you?”, you can add a little more warmth, flexibility, or even playfulness to your message. Let’s explore some friendly alternatives that will help you connect better!
What Does “What Time Works Best for You?” Mean?
This is a simple, polite way to ask someone about their availability. It shows that you care about their schedule and want to find a time that suits them. It’s commonly used in both personal chats and professional emails. Basically, you’re saying: “Hey, I want to make this easy for you!”
Is It Professional/Polite to Say “What Time Works Best for You?”
Yes — absolutely! It’s polite, professional, and friendly. It makes you sound thoughtful because you’re giving the other person the chance to choose a time that’s comfortable for them. But sometimes, using fresher wording can feel even more personal and engaging, especially if you want to sound warm instead of just formal.
Pros and Cons of Saying “What Time Works Best for You?”
Pros:
- Polite and respectful
- Shows flexibility
- Works in most situations
Cons:
- Can feel a bit overused
- Slightly formal in casual chats
- Lacks a bit of personal touch
Synonyms for “What Time Works Best for You?”
- When Would Be Convenient for You?
- What Time Suits You Best?
- When Are You Free?
- What Time Would Work for You?
- What’s a Good Time for You?
- When’s the Best Time for You?
- When Can We Connect?
- When Should We Meet?
- Let Me Know What Time Works for You
- What Time Fits Your Schedule?
- When Would Be a Good Time for You?
- What’s the Best Time to Catch You?
- When’s a Good Time to Connect?
- What Time Are You Available?
- What Time Would You Prefer?
- What’s a Convenient Time for You?
- Let Me Know When You’re Free
- What Time Would Be Ideal for You?
- When’s a Suitable Time for You?
- When Would You Like to Meet?
1. When Would Be Convenient for You?
This is a gentle and respectful way to ask about their availability.
You’re letting them know you care about their convenience, not just your own schedule.
Scenario Example:
Hi Emily,
I’d love to catch up about the project. When would be convenient for you to have a quick chat? Just let me know!
Warmly,
James
Best Use:
Perfect for professional settings when you want to sound considerate.
Additional Note:
This feels slightly more formal than “What time works best for you?” but still very friendly.
2. What Time Suits You Best?
A simple swap, but it feels fresh and equally thoughtful.
It sounds smooth and easygoing, as if you’re chatting with a friend or colleague without sounding stiff.
Scenario Example:
Hey Mark,
I’d love to go over the final edits. What time suits you best tomorrow? I’ll do my best to work around your schedule.
Cheers,
Lena
Best Use:
Great for both work emails and casual conversations.
Additional Note:
It’s clear, polite, and has a nice balance of friendly and professional.
3. When Are You Free?
Straight to the point and feels very natural.
This is like how you’d ask your friend in person — super casual but still respectful.
Scenario Example:
Hi Priya,
I’d love to discuss our next steps. When are you free for a quick call? Let me know!
Thanks,
Daniel
Best Use:
Best for casual chats or when you already have a good relationship.
Additional Note:
Avoid in very formal situations — it’s a bit too relaxed for high-level meetings.
4. What Time Would Work for You?
A slight twist on the original, but it feels a bit softer.
It keeps the same meaning but flows a little more like everyday conversation.
Scenario Example:
Hi Rebecca,
I’m setting up our meeting for next week. What time would work for you? I’ll make sure to block my calendar.
Best,
Alex
Best Use:
Good for both formal and informal settings.
Additional Note:
It’s familiar, flexible, and safe for any audience.
5. What’s a Good Time for You?
This feels friendly and laid-back.
It’s a natural way to show you care about their timing without sounding too formal.
Scenario Example:
Hey Jason,
Let’s catch up on your progress. What’s a good time for you this week? I’m flexible!
Cheers,
Sarah
Best Use:
Great for colleagues, friends, or clients you know well.
Additional Note:
Use it when you want to sound approachable but still respectful.
6. When’s the Best Time for You?
A slight rephrase but keeps it warm and thoughtful.
This makes the conversation feel more personal, as if you’re thinking of them first.
Scenario Example:
Hi Maria,
I’m looking forward to our discussion! When’s the best time for you to chat? I’ll adjust my schedule accordingly.
Kind regards,
Tom
Best Use:
Useful for polite but relaxed professional emails.
Additional Note:
It feels less robotic and a bit more genuine.
7. When Can We Connect?
This feels like you’re inviting collaboration.
It sounds friendly and natural, like you’re on the same team.
Scenario Example:
Hi Steven,
I’d love to go over the new designs. When can we connect to discuss them? Looking forward to it!
Warm regards,
Ella
Best Use:
Perfect when you want to feel like equals in the conversation.
Additional Note:
It’s casual but still polite enough for work settings.
8. When Should We Meet?
This is confident and straightforward.
It shows you’re ready to meet and just need them to pick the time.
Scenario Example:
Hey Julie,
I’m excited to hear your ideas! When should we meet to brainstorm together?
Best,
Kevin
Best Use:
Great when you’re eager to meet and move things forward.
Additional Note:
It’s proactive and keeps things simple.
9. Let Me Know What Time Works for You
This one feels warm and accommodating.
It shows you’re open to their schedule and value their input.
Scenario Example:
Hi Anna,
I’m setting up the agenda for next week. Let me know what time works for you, and I’ll make sure to fit it in.
Thanks,
Chris
Best Use:
Ideal for when you want to sound flexible and approachable.
Additional Note:
It feels personal, like you’re really listening.
10. What Time Fits Your Schedule?
A thoughtful way to focus on their availability.
It shows you care about not interrupting their busy day.
Scenario Example:
Hello Ben,
I’d love to get your feedback. What time fits your schedule best this week?
Warmly,
Olivia
Best Use:
Works great for clients or busy colleagues.
Additional Note:
Feels respectful and professional.
11. When Would Be a Good Time for You?
This sounds extra polite and caring.
It gives a nice, smooth flow to your question.
Scenario Example:
Hi Grace,
I’d appreciate your thoughts on the draft. When would be a good time for you to discuss?
Best wishes,
Michael
Best Use:
Perfect when you want to be especially courteous.
Additional Note:
It’s soft, gentle, and warm.
12. What’s the Best Time to Catch You?
This one feels casual and friendly.
It sounds like something you’d naturally say out loud.
Scenario Example:
Hi Laura,
I wanted to chat about the next phase of the project. What’s the best time to catch you?
Thanks a bunch,
David
Best Use:
Ideal for light, informal conversations.
Additional Note:
It adds a nice, relaxed vibe to your message.
13. When’s a Good Time to Connect?
A smooth and open-ended way to ask.
This sounds natural and welcoming.
Scenario Example:
Hey Eric,
When’s a good time to connect this week? I’m looking forward to hearing your ideas.
Cheers,
Samantha
Best Use:
Works well for team chats and casual emails.
Additional Note:
It feels like you’re inviting a two-way conversation.
14. What Time Are You Available?
Clear and straightforward.
No fuss, no fluff — just a simple question.
Scenario Example:
Hi Mia,
I’d like to schedule a quick follow-up. What time are you available tomorrow?
Best regards,
Henry
Best Use:
When you need a direct answer without sounding cold.
Additional Note:
It’s clean and professional.
15. What Time Would You Prefer?
This feels extra accommodating.
It shows you want to make it as easy as possible for them.
Scenario Example:
Hi Alex,
Let’s plan our catch-up soon! What time would you prefer?
Cheers,
Emma
Best Use:
Best when you want to show you’re prioritizing their comfort.
Additional Note:
It’s thoughtful and flexible.
16. What’s a Convenient Time for You?
A respectful way to show you value their time.
It feels professional but still personal.
Scenario Example:
Hi Daniel,
I’d like to discuss the proposal. What’s a convenient time for you to connect?
Thanks,
Sophia
Best Use:
Perfect for client communications.
Additional Note:
It gently respects their busy schedule.
17. Let Me Know When You’re Free
This feels casual and open.
It’s like saying, “No rush — I’m here when you’re ready!”
Scenario Example:
Hey Rachel,
Let me know when you’re free, and we’ll jump on a quick call.
Best,
Matt
Best Use:
Great for relaxed, friendly conversations.
Additional Note:
It sounds laid-back and thoughtful.
18. What Time Would Be Ideal for You?
This feels extra considerate.
You’re going beyond just asking — you’re looking for their ideal time.
Scenario Example:
Hi James,
I’d like to catch up soon. What time would be ideal for you?
Thanks,
Nina
Best Use:
Use when you want to sound especially thoughtful.
Additional Note:
It feels very accommodating and warm.
19. When’s a Suitable Time for You?
A respectful, slightly formal option.
It works well in professional settings where you still want to be kind.
Scenario Example:
Hello Amanda,
When’s a suitable time for you to go over the contract details?
Warmly,
Liam
Best Use:
Great for formal conversations.
Additional Note:
It’s polite and business-friendly.
20. When Would You Like to Meet?
This one feels empowering!
You’re giving them the freedom to choose, which feels nice.
Scenario Example:
Hi Chloe,
When would you like to meet to discuss the next steps? I’ll adjust to your timing.
Best regards,
Owen
Best Use:
Perfect for showing you’re flexible and respectful.
Additional Note:
It feels open and empowering for the other person.
Conclusion
And there you have it! Next time you’re about to type “What time works best for you?”, you’ll have plenty of fresh and thoughtful alternatives up your sleeve. Whether you want to sound more casual, a little warmer, or just shake things up, these phrases will help you express yourself with care and kindness.
Remember — it’s not just what you say, but how you say it that makes all the difference.
