Scheduling meetings through email doesn't have to be complicated. When you need to coordinate with colleagues, clients, or partners, knowing how to send availability in email effectively can save time and prevent scheduling confusion. This guide will show you proven methods to share your available times, along with practical templates you can use right away.
We'll also introduce how Zeeg's scheduling tools can make this process even simpler.
Methods to share availability in email
1. Use Zeeg’s scheduling link
The simplest way to send your availability is through a scheduling tool like Zeeg. You send the link in your email, and your recipient will immediately have access to your calendar availability, were they can book the meeting easily.

Here's why this method works well:
- Your calendar stays updated in real-time, connected to Google Calendar, Outlook Calendar, Apple Calendar or Microsoft 365
- Recipients can pick times that work for them
- No back-and-forth emails needed
- Time zones are adjust automatically
- No scheduling conflicts
- You can add buffer times
- You can create customized workflows - like building and sending friendly reminders and follow-up messages)
- And many more benefits
Example email with a scheduling link: "I'd love to discuss the project with you. You can book a time that works best for you here: [zeeg.me/your-name]. I've set aside 30-minute slots over the next two weeks."
2. List specific time slots
Listing specific time slots remains one of the most straightforward ways to share your availability in email.
When doing so, present your availability in a structured format that's easy to read and understand. Start by reviewing your calendar carefully to identify truly free periods. Consider your regular commitments, buffer times between meetings, and any recurring tasks that might affect your schedule.
Here's how to structure your time slots effectively:
- Choose 3-5 time slots across different days. Pick slots that span different days and times to accommodate various schedules. Include morning and afternoon options when possible. For example, don't limit your availability to just mornings if you can also meet in the afternoon.
- Include your time zone. Always specify your time zone using both the standard abbreviation and GMT/UTC offset. This helps prevent confusion, especially when working across regions. For example: "EST (GMT-5)" or "PST (GMT-8)".
- Mention the meeting duration. State the expected duration upfront to help recipients plan their day. This also ensures everyone blocks adequate time in their calendars.
- Offer alternative options. Include a note about your general availability if the specific slots don't work. This prevents another round of emails asking for different times.
Example of a well-structured availability part of an email:
Here are my available times for a 45-minute meeting (all times in EST/GMT-5):
- Monday, Jan 24: 10:00 AM - 12:00 PM
- Tuesday, Jan 25: 2:00 PM - 4:00 PM
- Thursday, Jan 27: 9:00 AM - 11:00 AM
If none of these times work for you, I'm generally available Monday through Thursday between 9:00 AM and 5:00 PM EST.
3. Share calendar blocks
Sharing calendar blocks offers more flexibility than specific time slots and can be particularly useful when coordinating with busy professionals or when dealing with different time zones. This approach gives recipients more freedom to suggest times that work best within your available windows.
When sharing calendar blocks, keep these points in mind:
- Make blocks clear and defined. Instead of vague terms like "morning" or "afternoon," specify exact hours. This prevents confusion and helps recipients plan more effectively.
- Consider time zone differences. If working across time zones, you might want to offer larger blocks to ensure overlap with your recipient's working hours.
- Be specific about availability within blocks. Indicate if there are any constraints or preferences within the blocks you're sharing.
Example of an effective calendar block email:
I'm available during these blocks next week (Pacific Time/GMT-8):
- Monday afternoon (1:00 PM - 5:00 PM)
- Tuesday morning (9:00 AM - 12:00 PM)
- Friday (9:00 AM - 5:00 PM)
Within these blocks, we can schedule a 60-minute meeting at your convenience. Please suggest a few times that work best for you, and I'll confirm the final time.
4. Use calendar overlay method
For recurring meetings or team coordination, you can share a view-only version of your calendar. This method lets recipients see your complete availability pattern without compromising private event details.
Most email clients like Outlook and Gmail allow you to create shareable calendar views. You can set the permission level to show only free/busy times, helping others understand your general availability while maintaining privacy. You can also use Zeeg to do this, and share your availability directly.
Example message:
"I've shared my calendar availability with you. You can see my free/busy times here: [Calendar link]. Please suggest a time that works with your schedule."
5. Send availability ranges
Instead of specific slots or blocks, you can share your general working hours and let the recipient propose times. This works well for ongoing relationships or when you have a flexible schedule.
Example:
I'm typically available:
- Mondays and Wednesdays: 9:00 AM - 3:00 PM EST
- Tuesdays and Thursdays: 1:00 PM - 6:00 PM EST
- Fridays: By appointment
Please suggest a time that works best for you within these ranges.
Best tips for sending availability in email
1. Include meeting context
Start your email with a clear purpose and give all meeting details:
- Brief description of the meeting topic - Explain key points you'll cover and the meeting's objective. For example: "We'll review Q4 sales targets and establish our strategy for reaching them in the remaining weeks."
- Expected duration - State the exact time needed, factoring in discussion time. Instead of "about an hour," say "75 minutes to cover our agenda thoroughly and leave time for questions."
- Any preparation needed - List specific items attendees should review or prepare. Example: "Please review the latest sales report I shared on January 15th and bring your team's Q1 projections."
- Who will be attending - Name key participants and their roles to help everyone understand the meeting dynamics. "John (Sales Director) and Sarah (Marketing Lead) will join us to align our departmental strategies."
2. Be clear about time zones
Always specify your time zone and consider the recipient's location:
- Include your time zone in parentheses with both standard name and GMT offset. For example: "EST (GMT-5)" helps prevent confusion with similar abbreviations and makes conversion easier.
- Use tools like Zeeg that handle time zone conversion automatically - These tools eliminate manual calculations and display available times in each participant's local time zone, reducing scheduling errors.
- Consider adding both time zones if connecting internationally - For example: "10:00 AM EST (3:00 PM GMT) / 4:00 PM CET" helps all parties immediately understand the timing without needing to convert.
3. Format for clarity
Make your availability easy to read:
- Use bullet points or clear formatting - Structure your available times with consistent punctuation and spacing. Example: Monday, Jan 22: • 9:00 AM - 10:30 AM EST • 2:00 PM - 3:30 PM EST
- Group times by day - Organize multiple slots chronologically within each day, making it easier for recipients to spot convenient times. Include date and day of the week for clarity.
- Keep the layout consistent - Use the same format for all time slots. If you write "9:00 AM" in one place, don't switch to "9AM" or "0900" elsewhere in the email.
- Add visual spacing between options - Insert blank lines between days and use indentation for time slots under each date. This creates clear visual separation and makes your availability easier to scan quickly.
Additional tips when sending your availability in email:
- Keep your calendar updated while waiting for a response
- Respond promptly when someone selects a time
- Send a calendar invitation once the time is confirmed
- Include relevant meeting details in the calendar invite
- Send an effective follow up email if you don’t receive a response
- Use Zeeg to avoid scheduling conflicts and allow your recipient to book easily
5 templates to send your availability in email
1. Client consultation
Subject: [Company Name] - Consultation Time Slots
Dear [Name],
I hope this email finds you well. Thank you for your interest in discussing [specific service/product]. I'd like to schedule a 30-minute consultation to understand your needs and show you how we can help your business.
Here are my available times (EST/GMT-5):
- Tuesday, Jan 23: 10:00 AM - 11:00 AM
- Wednesday, Jan 24: 2:00 PM - 3:00 PM
- Friday, Jan 26: 9:00 AM - 10:00 AM
You can also book directly through my calendar: [Zeeg link]
During our call, we'll cover:
- Your current challenges
- Potential solutions
- Next steps and timeline
Please let me know which time works best for you, or feel free to suggest alternative times if none of these work.
Best regards,
[Your name]
[Position]
[Company]
Read more: B2B Sales Cold Email Outreach Templates
2. Team meeting coordination
Subject: Quarterly Planning Session - Time Selection
Hi team,
It's time to schedule our Q1 planning session. We'll need 90 minutes to cover our roadmap and align on objectives for the coming quarter.
Available times (PST/GMT-8):
- Monday, Jan 22: 9:00 AM - 10:30 AM
- Tuesday, Jan 23: 2:00 PM - 3:30 PM
- Thursday, Jan 25: 11:00 AM - 12:30 PM
Agenda:
- Q4 review (20 min)
- Q1 objectives (40 min)
- Resource allocation (20 min)
- Action items and next steps (10 min)
Please indicate which times work for you by replying to all. I'll confirm the final time once I hear from everyone.
3. Job interview scheduling
Subject: [Company Name] - Interview Schedule for [Position] Role
Dear [Candidate name],
Thank you for your application for the [Position] role at [Company]. I'd like to schedule a 45-minute interview to discuss your experience and learn more about your interest in the position.
Available interview slots (EST/GMT-5):
- Monday, Jan 22: 11:00 AM - 12:00 PM
- Tuesday, Jan 23: 2:00 PM - 3:00 PM
- Thursday, Jan 25: 10:00 AM - 11:00 AM
The interview will cover:
- Your relevant experience
- Technical skills assessment
- Questions about our company and role
- Your questions for us
Please let me know which time works best for you. Once confirmed, I'll send a calendar invite with meeting details and any preparation materials.
Best regards,
[Your name]
[Position]
[Company]
Read more: Job Interview Confirmation Email Templates
4. Sales follow-up
Subject: [Product Name] Demo - Available Times
Hi [Name],
Thanks for your interest in [Product/Service]. I'd love to show you how we can help [specific benefit for their business].
I have these 30-minute slots available next week (PST/GMT-8):
- Tuesday, Jan 23: 9:00 AM - 9:30 AM
- Wednesday, Jan 24: 1:00 PM - 1:30 PM
- Thursday, Jan 25: 11:00 AM - 11:30 AM
For easier scheduling, you can book directly here: [Zeeg link]
During the demo, we'll cover:
- Your specific needs and goals
- Key features relevant to your use case
- Pricing and implementation timelineQ&A session
Looking forward to speaking with you!
Best,
[Your name]
[Company]
5. Networking coffee chat
Subject: Coffee Chat - Available Times | [Mutual Connection or Context]
Hi [Name],
I enjoyed our conversation at [event/platform] about [specific topic]. I'd love to continue our discussion about [shared interest/industry] over coffee or a virtual chat.
I'm available for a 45-minute conversation at these times (CST/GMT-6):
- Tuesday, Jan 23: 10:00 AM - 10:45 AM
- Wednesday, Jan 24: 2:00 PM - 2:45 PM
- Friday, Jan 26: 9:00 AM - 9:45 AM
For in-person meeting, I suggest [Café name] at [Location]. Alternatively, we can connect via Zoom if that's more convenient for you. I'm particularly interested in discussing:
- Your experience with [specific topic]
- Potential collaboration opportunities
- Industry trends in [specific area]
Please let me know which time works best for you and your preference for in-person or virtual meeting. If none of these times work, I'm generally available Tuesday through Thursday between 9 AM and 4 PM.
Looking forward to connecting!
Best regards,
[Your name]
[Position/Company]
Common mistakes to avoid when sharing availability
Poor time management
Time management mishaps can derail your scheduling efforts and create frustration for all parties involved. One of the most frequent errors is not checking your calendar thoroughly before sending options. This oversight often leads to embarrassing situations where you need to retract offered time slots.
Common time management mistakes include:
- Not checking your calendar before sending options - Review all calendars, including personal and shared ones, to ensure accuracy
- Double-booking time slots - Offering the same time to multiple people while waiting for responses
- Forgetting to account for preparation time - Not blocking time needed to prepare materials or review documents before meetings
- Not leaving buffer time between meetings - Scheduling back-to-back meetings without breaks leads to running late and increased stress
These issues compound when you're managing multiple meeting scheduling requests. Setting aside dedicated time to review and update your availability can help prevent these common pitfalls.
Communication issues
Clear communication forms the foundation of successful scheduling. When sharing availability, precision and clarity prevent misunderstandings and reduce the need for follow-up emails.
Key communication pitfalls to avoid:
- Unclear meeting duration - Failing to specify how long the meeting will last creates uncertainty for participants
- Missing time zones - Not indicating your time zone or ignoring the recipient's location leads to confusion and missed meetings
- Vague availability descriptions - Using unclear terms like "morning" or "later this week" instead of specific times and dates
- Not providing enough options - Limiting choices to one or two time slots makes scheduling more difficult, especially with multiple participants
The solution lies in being specific and thorough in your communication. For example, instead of saying "I'm free Tuesday morning," specify "I'm available Tuesday, Jan 23, between 9:00 AM and 11:00 AM EST."
Follow-up failures
The scheduling process doesn't end when someone selects a time. Proper follow-up ensures everyone has the information they need for a successful meeting.
Critical follow-up steps often missed:
- Not confirming the selected time promptly - Leaving people uncertain whether their chosen time is confirmed
- Forgetting to send calendar invites - Making participants manually add meetings to their calendars increases the chance of errors
- Not providing meeting details - Omitting crucial information like meeting links, dial-in numbers, or location details
- Missing contact information - Failing to include emergency contact details or alternative ways to reach you if technical issues arise
To maintain professionalism and ensure smooth meetings, create a follow-up checklist. Once someone confirms a time, immediately block it in your calendar and send a detailed calendar invitation. Include all relevant details like conference links, preparation materials, and your contact information.
Remember that scheduling is a two-way communication process. Being responsive and thorough in your follow-up shows respect for others' time and helps build stronger professional relationships.
Making scheduling more efficient with Zeeg
While manual scheduling works, using a tool like Zeeg can save time and prevent errors:
- Real-time calendar syncing prevents double-booking
- Automated time zone conversion
- Custom scheduling rules and availability
- Professional booking pages
- Instant confirmations and reminders
- Team scheduling coordination
Remember, the goal is to make scheduling as simple as possible for both parties. Whether you choose to send your availability manually or use a scheduling tool, following these guidelines will help ensure smooth, professional scheduling experiences.
Frequently asked questions
How many time slots should I offer?
The ideal number of time slots to offer is 3-5 different slots across different days and times. This range works because it provides enough options for flexibility without overwhelming the recipient with choices. When scheduling across time zones, consider offering slots during overlapping business hours.
Should I include a scheduling link and manual options?
Yes, you should include both a scheduling link and manual options in your email. The scheduling link provides automated convenience through tools like Zeeg, while manual options accommodate those who prefer traditional scheduling or don't want to use scheduling tools.
What if none of the times work?
If none of the offered times work, you should always provide your general availability. State clearly when you're typically available, for example: "If these times don't work, I'm generally available Monday through Thursday, 9 AM to 5 PM EST. Please suggest a few times that work for you."
How far in advance should I share my availability?
It depends on the case, but as a rule of thumb you should try to share your availability within a 2-week window. This timeframe is ideal because it's close enough to have accurate calendar information but gives enough flexibility for scheduling. For urgent matters, focus on the next 2-3 business days.
What's the best way to handle different time zones?
The best way to handle different time zones is to always include your time zone in both standard format and GMT offset (e.g., EST/GMT-5). For international meetings, you should list times in both your time zone and the recipient's time zone to prevent confusion.
How should I handle multiple attendees?
When scheduling with multiple attendees, you should first collect availability from all required participants before proposing times. Use tools like Zeeg's group scheduling feature, or ask each person to indicate their preferences from a set of proposed times.
What information should I include in the follow-up confirmation?
The follow-up confirmation should include the meeting date and time, duration, time zone, meeting link or location, agenda, list of attendees, any preparation materials, and your contact information in case of last-minute changes.
Bottom line: Share your availability simply and professionally
Sending availability in email requires attention to detail and clear communication. Whether you're coordinating with clients, team members, or potential partners, the key is to be specific, organized, and considerate of everyone's time. Following the guidelines in this article will help you avoid common pitfalls and create a smooth scheduling experience.
While manual scheduling methods work, using a dedicated scheduling tool like Zeeg can significantly improve the process. With features like automatic time zone conversion, real-time calendar syncing, and professional booking pages, you can eliminate the back-and-forth emails typically associated with scheduling. Plus, Zeeg's team coordination features make it particularly valuable for businesses managing multiple calendars and complex scheduling needs.
Remember, effective scheduling isn't just about finding a time that works for everyone—it's about creating a professional experience that respects everyone's time and sets the right tone for your meetings.