Introduction
Timing is everything in professional communication. Whether you are scheduling a meeting, requesting a call, or following up on a project, the way you ask “When is a good time?” directly influences how respectful, organized, and considerate you appear.
While the phrase itself is not incorrect, it can sometimes feel too casual or vague—especially in formal emails or high-level conversations. Choosing a more refined alternative demonstrates professionalism, awareness of others’ schedules, and clarity of intent.
This guide provides 20 polished alternatives, complete with examples and practical explanations, to help you request availability with confidence and credibility.
When Should You Use These Alternatives?
Selecting the right phrasing depends on your audience and context.
Formal Situations
Use structured and respectful wording when communicating with:
- Clients
- Executives
- Senior management
- External partners
Semi-Formal Situations
Balanced alternatives work well for:
- Colleagues
- Project collaborators
- Cross-functional teams
Casual Professional Situations
Slightly lighter phrasing may suit:
- Internal team discussions
- Ongoing collaborations
- Quick coordination emails
Examples of Situational Use
- Client outreach: “Please let me know your availability for a brief discussion.”
- Manager check-in: “Kindly advise a convenient time for you.”
- Interview scheduling: “Could you share your availability this week?”
- Team sync: “When would you be available for a quick call?”
20+ Professional Ways to Ask “When Is a Good Time?”
1. Could You Please Share Your Availability?
Meaning: A direct yet respectful request for scheduling options.
Examples:
- Could you please share your availability for a call this week?
- Could you please share your availability to review the proposal?
- Could you please share your availability next week?
- Could you please share your availability for a brief discussion?
- Could you please share your availability at your convenience?
Why it works: Clear, courteous, and universally appropriate.
2. Kindly Let Me Know a Convenient Time
Meaning: Polite and slightly formal.
Examples:
- Kindly let me know a convenient time for you.
- Kindly let me know a convenient time this week.
- Kindly let me know a convenient time to discuss next steps.
- Kindly let me know a convenient time for a follow-up.
- Kindly let me know a convenient time that suits your schedule.
Why it works: Demonstrates respect for the recipient’s time.
3. When Would You Be Available?
Meaning: Simple and professional.
Examples:
- When would you be available for a quick meeting?
- When would you be available this week?
- When would you be available to review the draft?
- When would you be available to discuss the timeline?
- When would you be available for a call?
Why it works: Direct without being abrupt.
4. Please Advise a Suitable Time
Meaning: Highly formal phrasing.
Examples:
- Please advise a suitable time for a discussion.
- Please advise a suitable time this week.
- Please advise a suitable time for the review session.
- Please advise a suitable time for a call.
- Please advise a suitable time at your convenience.
Why it works: Ideal for formal or corporate communication.
5. May I Know Your Availability?
Meaning: Polite and structured.
Examples:
- May I know your availability this week?
- May I know your availability for a meeting?
- May I know your availability for a brief call?
- May I know your availability next Monday?
- May I know your availability to discuss further?
Why it works: Professional and courteous tone.
6. Would You Be Available at a Time That Suits You?
Meaning: Flexible and respectful.
Examples:
- Would you be available at a time that suits you?
- Would you be available for a meeting this week?
- Would you be available to connect tomorrow?
- Would you be available to review the proposal?
- Would you be available for a short discussion?
Why it works: Emphasizes consideration.
7. Please Let Me Know a Time That Works Best for You
Meaning: Friendly yet professional.
Examples:
- Please let me know a time that works best for you.
- Please let me know a time that works best for you this week.
- Please let me know a time that works best for you to connect.
- Please let me know a time that works best for you for a call.
- Please let me know a time that works best for you for discussion.
Why it works: Clear and collaborative tone.
8. At Your Earliest Convenience
Meaning: Suggests flexibility without urgency.
Examples:
- Please respond at your earliest convenience.
- Let me know your availability at your earliest convenience.
- Kindly confirm at your earliest convenience.
- Please advise a time at your earliest convenience.
- I look forward to hearing from you at your earliest convenience.
Why it works: Polite and time-sensitive without pressure.
9. Could We Schedule a Time That Is Convenient for You?
Meaning: Collaborative phrasing.
Examples:
- Could we schedule a time that is convenient for you?
- Could we schedule a time that is convenient for you this week?
- Could we schedule a time that is convenient for you for discussion?
- Could we schedule a time that is convenient for you next week?
- Could we schedule a time that is convenient for you for review?
Why it works: Encourages mutual coordination.
10. Would You Kindly Propose a Suitable Time?
Meaning: Formal and refined.
Examples:
- Would you kindly propose a suitable time?
- Would you kindly propose a suitable time this week?
- Would you kindly propose a suitable time for a call?
- Would you kindly propose a suitable time for discussion?
- Would you kindly propose a suitable time that works for you?
Why it works: Sophisticated corporate tone.
11. Please Confirm Your Preferred Time
Meaning: Assumes scheduling intent.
Examples:
- Please confirm your preferred time for the meeting.
- Please confirm your preferred time this week.
- Please confirm your preferred time for a call.
- Please confirm your preferred time for discussion.
- Please confirm your preferred time for review.
Why it works: Clear and efficient.
12. When Would It Be Most Convenient for You?
Meaning: Respectful and considerate.
Examples:
- When would it be most convenient for you?
- When would it be most convenient for you this week?
- When would it be most convenient for you to connect?
- When would it be most convenient for you for discussion?
- When would it be most convenient for you next week?
Why it works: Emphasizes flexibility.
13. Please Suggest a Time That Fits Your Schedule
Meaning: Flexible and polite.
Examples:
- Please suggest a time that fits your schedule.
- Please suggest a time that fits your schedule this week.
- Please suggest a time that fits your schedule for review.
- Please suggest a time that fits your schedule for discussion.
- Please suggest a time that fits your schedule next week.
Why it works: Collaborative and respectful.
14. Kindly Indicate Your Availability
Meaning: Formal corporate phrasing.
Examples:
- Kindly indicate your availability for a call.
- Kindly indicate your availability this week.
- Kindly indicate your availability for discussion.
- Kindly indicate your availability next week.
- Kindly indicate your availability at your convenience.
Why it works: Structured and polished.
15. Could You Confirm a Suitable Slot?
Meaning: Efficient scheduling language.
Examples:
- Could you confirm a suitable slot for discussion?
- Could you confirm a suitable slot this week?
- Could you confirm a suitable slot for review?
- Could you confirm a suitable slot next week?
- Could you confirm a suitable slot for a call?
Why it works: Clear and business-focused.
16. May We Arrange a Time at Your Convenience?
Meaning: Formal and courteous.
Examples:
- May we arrange a time at your convenience?
- May we arrange a time at your convenience this week?
- May we arrange a time at your convenience for discussion?
- May we arrange a time at your convenience next week?
- May we arrange a time at your convenience for review?
Why it works: Balanced and professional.
17. Please Advise When You Are Available
Meaning: Direct but respectful.
Examples:
- Please advise when you are available.
- Please advise when you are available this week.
- Please advise when you are available for discussion.
- Please advise when you are available next week.
- Please advise when you are available for review.
Why it works: Straightforward and professional.
18. Would You Kindly Share a Suitable Time?
Meaning: Polite and refined.
Examples:
- Would you kindly share a suitable time?
- Would you kindly share a suitable time this week?
- Would you kindly share a suitable time for discussion?
- Would you kindly share a suitable time next week?
- Would you kindly share a suitable time for review?
Why it works: Formal and courteous.
19. Please Let Me Know When You Are Free
Meaning: Semi-formal and conversational.
Examples:
- Please let me know when you are free.
- Please let me know when you are free this week.
- Please let me know when you are free for discussion.
- Please let me know when you are free next week.
- Please let me know when you are free for a call.
Why it works: Professional yet approachable.
20. What Time Would Be Most Suitable for You?
Meaning: Structured and formal.
Examples:
- What time would be most suitable for you?
- What time would be most suitable for you this week?
- What time would be most suitable for you for a call?
- What time would be most suitable for you for discussion?
- What time would be most suitable for you next week?
Why it works: Balanced and respectful phrasing.
Consideration: How to Choose the Right Phrase
Selecting the right alternative requires awareness of context:
- Tone: Formal vs. conversational
- Audience: Client, executive, colleague
- Urgency: Immediate scheduling vs. flexible planning
- Relationship: First contact vs. ongoing partnership
- Clarity: Specific time frame vs. open-ended
Selection Differences
Client email:
“Kindly indicate your availability at your earliest convenience.”
Colleague:
“Please let me know when you’re free this week.”
Executive:
“May we arrange a time at your convenience?”
Quick One-Line Templates
- Please share your availability for a brief call.
- Kindly advise a suitable time this week.
- When would you be available to connect?
- May we arrange a meeting at your convenience?
- Please confirm your preferred time.
- Could we schedule a time that works best for you?
- Kindly indicate your availability.
- Please let me know a convenient time.
- Would you kindly propose a suitable time?
- At your earliest convenience, please advise.
Common Mistakes to Avoid
- Being overly casual in formal emails
- Failing to specify a time frame
- Sounding demanding instead of collaborative
- Overusing “ASAP” without context
- Sending vague scheduling requests
FAQ
1. Is “When is a good time?” unprofessional?
Not necessarily, but more refined alternatives are better in formal settings.
2. Which phrase works best for clients?
“Kindly indicate your availability” or “Please advise a suitable time.”
3. How can I sound less demanding?
Use “at your convenience” to show flexibility.
4. What if I need urgency?
Add a time frame: “Please advise a suitable time this week.”
5. Can these phrases be used in interviews?
Yes, especially for scheduling follow-ups.
6. Should I always include a time range?
Yes, providing context improves clarity and response rates.
Conclusion
Professional scheduling language reflects respect, organization, and communication maturity. By replacing “When is a good time?” with a more polished alternative, you enhance clarity and build stronger professional relationships.
Choose wording that fits your audience, tone, and urgency—and let every email reflect professionalism.
If you would like a similar structured article for another business phrase, share the title and I’ll craft it in the same advanced format.
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