Writing your availability in an email is simpler when you stop asking open-ended questions and instead give the reader a small, concrete set of times to choose from. Whether you are sending your schedule to a recruiter, a hiring manager, or a client, the same rules apply.
The four things every availability email needs
- Specific time slots — list three to five windows rather than saying "I'm free anytime."
- A time zone — name your time zone (e.g., EST, PST) so the reader does not have to guess.
- The meeting length — state the duration so the reader can match it to their calendar.
- A clear next step — ask the reader to confirm one slot or suggest an alternative.
Availability email sample
Here is a template you can adapt:
Subject: Availability for [Role / Meeting]
Hi [Name],
Thank you for the invitation. I am available for a [length]-minute conversation at the following times ([time zone]):
- [Day, date] at [time]
- [Day, date] at [time]
- [Day, date] at [time]
Please let me know which slot works best, or suggest an alternative if none of these fit.
Best, [Your Name]
How to send availability in an email (Gmail and Outlook)
If you use Gmail or Outlook, you can insert your open time slots directly instead of typing them:
- Gmail — compose a new message, open the "Set up a time to meet" option from the toolbar, choose "Offer times you're free," and select the open blocks.
- Outlook — in the compose toolbar choose "Send availability," highlight your open time blocks on the calendar grid, and insert them.
A typed list of two or three times still works best for a plain-text reply or a formal request.
Common mistakes to avoid
- Listing too many options, which makes the reader sort through your entire week.
- Forgetting the time zone, which forces a follow-up question.
- Offering only one time with no alternative, which stalls the conversation if it conflicts.
If you already have a specific day in mind and want to lock it in, see how to ask to schedule your interview.