Sample Email Requesting Availability – How to Write an Impressive Email

Have you ever found yourself struggling to secure a meeting or appointment with someone? Crafting the perfect email requesting availability can often feel like a difficult task. But fear not, as I’ve compiled a collection of sample emails that you can use as a template and easily customize to fit your specific needs.

Whether you’re looking to schedule a business meeting, set up a job interview, or simply arrange a coffee catch-up with an old friend, the key to success lies in crafting an email that grabs the recipient’s attention, keeps them engaged, and ultimately leads to them scheduling a time to meet.

By utilizing these sample emails, you’ll not only save time and effort but also increase your chances of securing that all-important meeting. Each email has been carefully crafted to help maximize your chances of success, with suggestions for customizing the message to make it sound more like your own voice.

So, why struggle to find the right words when you can use these tried and tested email templates? All you need to do is find the one that best suits your needs and edit it to suit your specific requirements. With these sample emails requesting availability, you’ll be scheduling meetings like a pro in no time!

The Best Structure for Requesting Availability via Email

Asking for someone’s availability via email can be a tricky business. You want to make sure you’re clear and concise in your request, while also being polite and respectful of the other person’s time and schedule.

To make things easier, here are some tips for structuring your email and making your request in the most effective way possible:

1. Start with a clear subject line.

Make sure your subject line is specific and lets the recipient know exactly what your email is about. For example: “Request for Availability: Meeting with Jane Doe” or “Schedule for Project Collaboration.”

2. Open with a polite greeting.

Begin your email by addressing the recipient by name and using a polite greeting. For example: “Dear John,” or “Hello Jane,”

3. State the purpose of your email.

Briefly explain why you are emailing, such as, “I am writing to request your availability for a meeting” or “I am reaching out to determine your schedule for a project collaboration.”

4. Provide details about the meeting or project collaboration.

Include information about the purpose of the meeting or project collaboration, the goals you hope to achieve, and any specific dates or times that you are considering.

5. Be flexible in your request.

It’s important to remember that the other person may have a busy schedule, so be open to alternative dates and times, if possible.

6. Ask for a response.

End your email by asking for the recipient’s response and thank them for their time. For example: “Please let me know your availability by the end of the week so we can schedule accordingly. Thank you for your time.”

Following these tips will help you structure your email in a clear and concise manner, making it easier for the recipient to understand your request and respond accordingly. Remember to keep your email professional and respectful throughout, and you’ll be sure to receive a positive response.

Sample Email Requests for Availability

Requesting Availability for a Meeting

Greetings [Name],

I hope this email finds you well. I am writing to request your availability for a meeting to discuss a new project proposal. We have identified your expertise in the field and believe you would be a valuable addition to the team.

The meeting will be held in our office at [location] on [date] at [time]. The agenda for this meeting is to discuss the project goals, timeline, budget, and responsibilities. Your inputs will be highly appreciated, and we look forward to having your presence.

Please let me know if this time and date work for you. As an alternative, we can evaluate other dates and times to accommodate your schedule.

Thank you for your time and consideration, and I look forward to hearing from you soon.

Best regards,

[Your Name]

Requesting Availability for a Phone Call

Dear [Name],

Hope you are doing well. I am writing to request your availability for a phone call to discuss a few important matters regarding our project. As we both are working on it, we need to coordinate things and resolve any issues that may arise.

I am available on [Date and Time] for the call. Please let me know your availability, and we can schedule the call accordingly. The expected duration of the call is [time frame], and I will send you an agenda before the call to help streamline our discussion.

Your inputs and suggestions will be invaluable for the success of the project. Please let me know if you have any questions or concerns pertaining to the call.

Thank you for your time and consideration.

Best regards,

[Your Name]

Requesting Availability for a Presentation

Hello [Name],

I hope this email finds you well. I am writing to request your availability to attend and present at our upcoming conference. We believe that your insights and expertise will add a lot of value to the event, and we would be honored to have you speak.

The conference is scheduled for [Date] at [Time] at [Location]. We would need you to prepare a 30 min presentation [or other]. The topic of your presentation will be [topic].

If you are available on the above-mentioned date, please let us know and we will take care of the rest. If there are any issues with the dates, we can work out an alternate date that works for you.

We are excited about the event and look forward to hearing from you soon.


[Your Name]

Requesting Availability for a Job Interview

Dear [Name],

I am writing to invite you for a job interview with our company. We have reviewed your application for the position of [position] and believe you could be a good fit for our company.

The interview will be held at our office at [location] on [date] at [time]. This interview will be an opportunity for us to learn more about you and your qualifications and discuss how your skills and experiences align with our organization. We will ask you questions and also provide a chance for you to ask us about the company and the role.

If the date mentioned above doesn’t work, please let me know, and we can work out an alternative that fits your schedule. If you have any queries or concern about the position or company, you are most welcome to ask them in the interview.

Thank you for your interest in our organization, and we look forward to meeting you soon.

Best regards,

[Your Name]

Request for Availability for a Site Visit

Hello [Name],

I am writing to request your availability to participate in a tour of our factory located at [location]. We believe that you would benefit from seeing our operations and technologies in action.

The factory tour will be held on [date] at [time] and is estimated to last for an hour. During the visit, you will see our manufacturing process, meet our production team, and learn about our sustainability practices. This will also be an excellent opportunity for us to discuss potential collaborations that could be mutually beneficial.

Please let us know your availability to attend the visit and other pertinent details we need to know. If this date doesn’t work, we can work around your schedule and arrange an alternative date.

Looking forward to hearing from you soon.

Best regards,

[Your Name]

Requesting Availability for a Business Lunch

Hi [Name],

Hope this email finds you doing well. I would like to request your availability to meet over lunch to discuss [topic]. Your insight and expertise will be greatly appreciated.

I am available on [date] at [time]. I can make arrangements at a place of your convenience. Additionally, please let us know of any specific dietary requests you might have.

I appreciate your consideration regarding this meeting. If you prefer a different time or date that suits you, I am happy to accommodate your schedule.

Thank you and looking forward to meeting you.


[Your Name]

Requesting Availability for a Video Call

Hi [Name],

I hope you are well and safe. I am writing to request your availability for a video call to talk about [topic]. In light of the current situation, video calls can ensure that we still maintain some form of communication about the subject matter. It will also enable us to be efficient in the meeting without being physically present.

Please let us know your availability and convenient time; we can set a time that works to engage meaningfully on the topics. We can also add any other participants you consider important to be in on the conversation.

Thank you in advance, and looking forward to hearing from you soon.

Best regards,

[Your Name]

Tips for Crafting an Email Requesting Availability

When reaching out to someone to schedule a meeting or appointment, it’s essential to convey professionalism, clarity, and respect for their time. Here are some tips for crafting an email requesting availability:

  • Be clear and specific: Make sure to outline the purpose of the meeting and be specific about what dates and times you are available. Avoid ambiguity and vagueness.
  • Be polite and respectful: Be courteous in your tone, avoid using too much jargon, and show appreciation for their time. Use appropriate salutations and address the recipient by their name.
  • Provide context : Give some background information on the meeting, so the recipient understands why it’s essential and why you reached out to them specifically. This will help them know what to expect and better prepare for the meeting.
  • Use a descriptive subject line: Use a clear and descriptive subject line to catch the recipient’s attention and ensure they open the email. For example, “Request for Meeting with ABC Company on June 15th.”
  • Offer some flexibility: Be open to negotiating the meeting date and time, in case the recipient has other engagements at the proposed date and time
  • Provide a clear call to action: Make it very clear what you want the recipient to do next, such as replying with their availability or organise meeting through a calendar service.

By following these simple tips, you will help ensure that your email requesting availability is clear, effective, and respectful. Good luck with scheduling your next meeting!

FAQs Related to Sample Email Requesting Availability

What should I include in my email requesting availability?

You should include the purpose of the meeting, potential date and time options, and any necessary details or preparation needed for the meeting.

Is it necessary to provide all the information about the meeting in the first email?

No, it is not necessary. You can provide a brief overview of the purpose and potential date options and follow up with further details once availability is confirmed.

Should I be specific about the reason for the meeting?

Yes, providing a clear reason for the meeting can help the recipient understand the importance and urgency of scheduling a meeting.

What is the best way to request availability?

The best way to request availability is to offer a few date and time options that work for you and ask the recipient which option works best for them.

How long should I wait for a response after sending the availability request?

A follow-up email can be sent after 2-3 days of not receiving a response to the initial availability request.

What should I do if the recipient is unavailable on all proposed date and time options?

You can offer additional date and time options or ask the recipient to suggest some alternatives that work for them.

Is it appropriate to include a deadline for a response in the availability request?

Yes, including a deadline or timeframe for a response can help expedite the scheduling process and ensure a meeting is confirmed in a timely manner.

Should I include a meeting agenda in the availability request?

No, a meeting agenda is not necessary to include in the availability request. It can be provided at a later time once the meeting is confirmed.

What should I do if I need to reschedule a confirmed meeting?

You should reach out to the recipient as soon as possible to offer new date and time options and apologize for any inconvenience.

Wrapping It Up

Now that you know how to write a sample email requesting availability, you’re all set to get in touch with your contacts. Don’t forget that being polite and straightforward is the key to receive a prompt response. Thanks for reading this article – we hope it was informative enough to help you achieve your goals. Keep in mind that we have plenty of other articles regarding business communication, so visit us again later to learn more!