You should always try to confirm someone’s availability before setting up meetings with them. So, maybe you’d like to use “please let me know your availability” in an email.
However, is it the most appropriate phrase?
This article has gathered a list of synonyms to help you understand the best phrases.
- Can you tell me when you’re available?
- When are you available to do this?
- Could you let me know when you have availability?
- When do you have availability?
- What times work for you?
- When works for you?
- Let me know which time slot works best
- Please let me know when you can do this
- When would you like to arrange this?
- When are you free?
Keep reading to find out how to say “please let me know your availability” in different ways. We’ve also provided examples to help you understand them better.
1. Can You Tell Me When You’re Available?
You may ask a question like “can you tell me when you’re available?” instead of “please let me know your availability.” It works well in most business situations when setting up a meeting.
We recommend it when emailing colleagues. It shows that you’d like to meet with them at work.
Generally, you can use it to meet with colleagues you’re working on a project with. It shows that you’d like to put your ideas together before taking your project further.
Check out this example if you’re still unsure:
Can you tell me when you’re available? I’m not sure if we’ll be able to get this done before the deadline.
2. When Are You Available to Do This?
Another great polite question to use is “when are you available to do this?” We recommend it when emailing your boss to find out when they’re free to see you or your colleagues for a meeting.
You might want to set up a meeting with your boss for plenty of reasons. Whatever the case, this question will help you figure out when they’re free to do so.
Also, it’s a respectful way to show someone is busy. Your boss has a busy schedule, and you should always be mindful of that.
Here’s a great email sample to help you with it:
Dear Ms. Peterson,
When are you available to do this? We should set it up for next week so that everyone can have enough notice.
3. Could You Let Me Know When You Have Availability?
It’s always polite to start a question with “could you let me know.” You really can’t go wrong with it in most business emails.
In this case, we recommend the full question of “could you let me know when you have availability?”
It’s a great way to ask the recipient for their schedule. That way, you can make meeting plans without getting in the way of something someone already has sorted out.
Check out the following sample email:
Could you let me know when you have availability for next week, please? I’m keen to meet with you.
All the best,
4. When Do You Have Availability?
It helps to be as specific as possible. A question like “when do you have availability?” does exactly that.
The recipient will know that you want to know more about their schedule. It suggests that you’d like to meet with them and need to know more about their plans before you book anything.
Use it when emailing clients to arrange meetings. It’s a great way to quickly find out what times work best for them.
You can also review this example to help you:
When do you have availability for this? I’d like to sort something out this week, but I’m open to suggestions.
5. What Times Work for You?
Of course, you may also use a specific question like “what times work for you?” It’s a great replacement for “please let me know your availability.”
You can use it when emailing potential employers to get an interview sorted. It shows that you’re very keen and would like to meet with them as soon as possible.
Using “what times” in the question” is also very respectful and specific. You should use it in professional settings to appear as formal as possible when you need to impress the recipient.
If you’re still unsure, check out the following email example:
Dear Mr. Timms,
What times work for you? I’m keen to get the interview process underway as soon as possible.
All the best,
6. When Works for You?
While “what times work for you?” is a respectful and specific question, “when works for you?” is a slightly different synonym.
Don’t get us wrong; it’s still effective. However, it works differently.
You can ask “when works for you?” when setting up plans with colleagues outside of work. Generally, it’s quite an informal question, which implies that you have a good relationship with the email recipient.
Here’s an example to help you understand it:
When works for you? I would like to meet this week. So, let me know your schedule, and I will accommodate you.
All the best,
7. Let Me Know Which Time Slot Works Best
Instead of “please let me know your availability,” you can say “let me know which time slot works best.” It’s a great way to offer multiple times and let the recipient decide.
For instance, you may want to set up a meeting with your employees. You can provide them with three or four available slots and see which ones work best for them.
Let’s say you send each time slot to every employee. They can all then vote on the one that works for their schedule.
From there, whatever time slot gets the most votes will be the time of your meeting. It’s a great way to respect everyone’s schedule simultaneously without overlooking those who might be too busy.
You may also refer to the following example:
Let me know which time slot works best to schedule a meeting about this. It’s vital that you reply ASAP.
All the best,
8. Please Let Me Know When You Can Do This
You may also write “please let me know when you can do this” instead of “please let me know your availability.” It works best when you want to set up a meeting but don’t want to suggest any times.
Generally, you will use this when emailing your boss. It shows that you don’t know when they’re free and don’t want to make any assumptions before booking them for a meeting.
Here’s an email example to show you how it works:
Please let me know when you can do this because I would like to discuss this matter with you personally.
Thank you so much,
9. When Would You Like to Arrange This?
A polite and formal question like “when would you like to arrange this?” also goes a long way. We recommend it in business emails when setting up meetings or plans with people you work with.
For instance, it works when emailing colleagues. Maybe you’d like a group of people to get together for a business lunch to discuss a team project.
This phrase is a great way to find out when the team wants to arrange the meeting.
Also, check out this example:
When would you like to arrange this? I have some availability coming up that you might be interested in.
All the best,
10. When Are You Free?
If you’re looking for a simple alternative to “please let me know your availability,” you can also try “when are you free?” It’s a simple question that does the trick.
It works best when emailing colleagues you get along well with. It shows that you’re asking for a rough idea of their schedule without directly specifying any time slots.
It’s certainly more friendly than some other alternatives. So, it might not work in every formal setting.
Check out this email sample to find out how it works:
When are you free to have a call about this? I’d like to hear what you have to say about the whole thing.
Thanks so much,
Martin holds a Master’s degree in Finance and International Business. He has six years of experience in professional communication with clients, executives, and colleagues. Furthermore, he has teaching experience from Aarhus University. Martin has been featured as an expert in communication and teaching on Forbes and Shopify. Read more about Martin here.