How to Ask If Someone Is Available Via Email

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In a business setting, asking for availability is vital – it’s important to know when establishing schedules, planning meetings, and delegating workloads.

To ask for someone’s availability in an email, keep your message brief, polite, and to the point. Explain why you need to know, what you need to know, and how they can give you this information. You might also choose to offer your availability in return.

Here’s what you need to know.

How to Ask If Someone Is Available Via Email

When asking someone for their availability, it’s important to keep the message brief to encourage a brief response. That being said, you’ll still want to offer the necessary details of the message upfront.

First, explain why you need to know what their availability is and if you had any specific dates in mind already. Then, ask them for their specific availability – days and times – and what methods you can use to contact them. Finally, give them a way to send this information to you with appropriate contact information.

Though it’s not strictly necessary, offering the recipient your availability might make it easier to plan around both of your schedules especially if you have any times blocked out that might be available for them. It can also be helpful if your recipient has open availability.

Additionally, once the recipient has responded with their availability, be sure to follow up to actively incorporate them into the schedule for the event. Confirm the exact date, time, and method for the event with them to eliminate any confusion and ensure their attendance.

Availability Email Template

Here’s what an email asking if someone is available might look like.

SUBJECT: Availability for [Event]

Hi [Name],

I wanted to connect with you quickly to see what your availability is for [Event]. I would like to know in order to ensure our schedules align and that you can fully access [Event]. If you can, please let me know what days and times work best for you and how you would like me to contact you for [Event].

I am available [Days, Times] via [Method] at [Contact Information] if you have any questions or if your schedule is open. I look forward to hearing from you.

Thanks,

[Name]

You may find that you have to vary this template depending on the formality of your relationship to the recipient. This is designed for a coworking relationship, but for a superior or subordinate, your wording might look slightly different. Here’s what a more formal version of this template might look like.

SUBJECT: Availability for [Event]

Hello [Name],

I am inquiring about your availability for [Event], to ensure our schedules align and that you can fully access [Event]. Please let me know what days and times work best for you and how you would like me to contact you for [Event].

I am available [Days, Times] via [Method] at [Contact Information] should you require further details. I look forward to hearing from you.

Regards,

[Name]

 

 

Conor
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