Pet peeve: When I email someone about availability so I can setup a meeting and they respond with missing critical information. This results in emails going back and forth to gather information in order to setup a call.

Fix: Send all relevant information in one email. Here are some best practices on how to send winning emails to the question, “What is your availability?” Pick and choose the suggestions that work best for you – these suggestions are typically what I use. These work best for either asking for availability and replying to an availability request.

Pro-tip: Whatever you choose, make it a habit to use them in every relevant email.

Best Practices ————————————————–

Date

Include the day in addition to the date. This makes it a little easier for the reader to reference when considering their availability.

Mon. 10/9 versus 10/9

Time Zones

When sending times to someone, ALWAYS include the time zone you are referring to.

10:00 AM CDT versus 10:00 AM

Call Duration

Somewhere in the reply, include the time duration of the call from the initial request.

My availability for a 1 hour call next week: – or – What is your availability for a 1 hour call?

If the initial request did not specify a time, include with your availability.

Mon. 10/9 @ 10:00 AM CDT (30 Minutes) – or – Mon. 10/9 @ 10-10:30 AM CDT

Next Steps & Other Information

In additional to replying with the dates and times you/your manager are available, also include next steps, such as: who shall call whom, contact information, who is sending the invite, and other information you would like to mention to make the call successful.

Example ————————————————–

Initial Email Request

Hello, Amanda,

What is your availability for a 1-hour Q1 Retro call over the next two weeks? Let me know times and the best number to call you and I will send an invite. Thanks!

To: Ranae G.

From: Amanda M.

Subject: Re: Availability Request – Q1 Meeting Retro (Article: Write Better Email Subjects)

Hi, Ranae,

My availability for a 1 hour call within the next two weeks:

Mon. 10/16 @ 8:00 AM, 9:00 AM, or 2:00 PM CDT

Wed. 10/18 @ 3:30 PM CDT

Thu. 10/19 @ 12:00 PM CDT (Lunch Meeting at Denver Cafe?)

Fri. 10/20 @ 8:30 AM or 1:30 PM CDT

Week of 10/23: I am on vacation this week and unavailable.

If you need additional times, please let me know. I can be reached on my office line at 555-555-4567. I will be on the lookout for the invite. Thanks!

Respectfully,

Amanda M.

Bad Example ————————————————–

replies are indented

Initial Email Request

Hello, Ranae,

What is your availability for a 1-hour Q1 Retro call over the next two weeks? Let me know times and the best number to call you and I will send an invite. Thanks!

Monday at 9am or Thursday at 11am will work best for me.

Is that Thursday, 10/12 or 10/19? Will you be at the San Francisco office or Austin office – for time zone consideration? Also, what is the best number to reach you?

10/12 will work. I’ll be in the San Fran office all next week, and then to London the week after. I can be reached on my cell phone.

Thanks for the information. What is your cell phone number, please?

You’re welcome. My cell is 555-555-1234. Looking forward to speaking with you!

That was pretty painful, right?

Do you have any tips on how to send winning emails

when talking about availability?

Comment below