When someone asks to meet, reply with two to four specific time slots across at least two days, include the time zone, and say how long you have. Number the options so they can reply "2 works." A booking link can go underneath as a backup, but specific times are easier to answer quickly.
This page covers replying with times after someone asks to meet. To ask for the meeting yourself, see the meeting request template. To move a meeting that's already booked, see reschedule a meeting.
Replying with specific times
The everyday version. Numbered options, one time zone, a clear length.
Hi [Name], Happy to meet. Any of these work for [30 minutes]: 1. [Tuesday, May 12], [10:00–10:30 AM] 2. [Wednesday, May 13], [2:00–2:30 PM] 3. [Thursday, May 14], [11:00–11:30 AM] All times [ET]. Pick one and I'll send an invite. If none of these work, send a couple of times that do. [Your name]
Sharing availability across time zones
Write both time zones out. It saves them doing the math and catches mistakes around daylight saving changes.
Hi [Name], Here are a few times that should fall in working hours for both of us: 1. [Mon, date]: [9:00 AM PT] / [5:00 PM London] 2. [Tue, date]: [8:00 AM PT] / [4:00 PM London] 3. [Thu, date]: [9:30 AM PT] / [5:30 PM London] Let me know which works, or if early mornings on your side are easier and I'll send later options. [Your name]
When your calendar is full this week
Be honest about the wait and offer the earliest real option, or hand the choice back with a range.
Hi [Name], This week is packed, but I'd like to find time. The earliest I have is: 1. [Day, date] at [time] 2. [Day, date] at [time] ([time zone]). If this can't wait until then, I can do a quick 15 minutes on [day] at [time], or answer by email today if you send your questions. [Your name]
When to send times, and when to send a link
- Send specific times to external contacts, anyone senior, and people meeting you for the first time.
- A booking link is fine with colleagues and people who've asked for one. Add a line so it doesn't feel like a brush-off.
- If they've already sent you times, pick one of theirs before offering your own.
What to avoid
- "I'm pretty open next week." It sounds generous and creates three more emails.
- Offering times you haven't checked. If they pick one that's gone, you're back to rescheduling.
- Times without a time zone, even with people in the same city. Calendars travel.
- Ten options. Two to four is easier to choose from.
How Synced shares your availability
When a message asks "when are you free?", Synced checks your Google Calendar, picks open slots, and drafts the reply with the times written out. You approve it in Decide before it's sent. See scheduling, or the guide to scheduling meetings over email for the manual approach.