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Meeting Availability Email Templates

Ask for availability before you promise a meeting time. Give the reason for meeting, the time you need, and a small date range. For one person, a few dated options may be enough. For a group, ask everyone to mark all workable times on one poll rather than choosing only a favorite.

Original examples by Timespree. Free to adapt. This editor does not send emails or save your edits; copy your message before leaving the page.

Ask someone for their availability

Use this when you need one person's input and can offer a short list of times.

Subject: Time to discuss [topic] next week?

Hi [name], Could we set aside [duration] to discuss [topic] and decide [outcome]? I can do any of these times: • [date], [start–end time] • [date], [start–end time] • [date], [start–end time] All times are in [time zone / city]. Please let me know which options work by [reply deadline, including time zone]. If none works, please suggest a couple of alternatives. Once we agree on a time, I’ll send a calendar invitation with [meeting link or location]. Thanks, [your name]
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Reply with your own availability

Use this to answer an availability request without starting another vague back-and-forth.

Subject: Re: [original meeting subject]

Hi [name], Thanks for reaching out. I’m available for [duration] during these windows: • [date], [start–end time] • [date], [start–end time] These are [time zone / city] times. [Preferred option] would be easiest, but either window works. Please send the confirmed start and end time when you have checked the other attendees. Best, [your name]
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Ask a group to complete an availability poll

Use this when several people need to attend together. Create a poll first, then paste its participant link below.

Subject: Mark your availability for [meeting name] by [deadline]

Hi everyone, We need [duration] together to [meeting outcome]. Please mark all times you can attend during [date range] here: [poll link] Check the time zone shown on the poll before responding. Please allow enough time for the whole meeting, and respond by [deadline, including time zone]. If none of the proposed times works, reply to me directly. I’ll check the overlap for the required attendees and send the final time and joining details afterward. Thanks, [your name]
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Before you send

  • Replace each date and time together. Write the month in words and include the year if the meeting is far ahead; numeric dates can mean different things to different readers.
  • Give an end time or duration and name the time zone. For cross-border meetings, a city such as London or New York is clearer than an ambiguous abbreviation such as CST.
  • Set a response deadline separately from the proposed meeting date. If none of your options works, invite alternatives rather than treating silence as agreement.

Do not call the meeting confirmed while you are still collecting availability. A poll response says someone can attend; send the chosen time and calendar invitation after checking the full meeting duration for everyone who must be there.

How to structure a scheduling survey

The next message

Need availability from several people? Collect it on one shared poll before sending a confirmation.

Create a free scheduling poll