How to Ask for Availability for a Meeting [30 Examples to Copy]

Have you ever spent way too much time trying to schedule a simple meeting? Back-and-forth emails can be brutal.

However, knowing how to ask for availability for a meeting correctly can make the process smoother.

Read on to learn:

Why the right meeting request is important
How AI can make scheduling easier
30 templates to ask for availability
How Lindy can simplify your scheduling life

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Why choosing the right meeting request style is important

Think of your meeting request email as your opening act. It sets the tone for the whole interaction.

Clear, polite phrasing not only increases your chances of getting a "yes," but it also shows you're a professional who respects people's time.

Here's why nailing that meeting request is key:

First impressions set the tone: A well-crafted request shows you're organized and considerate, not some chaotic email-hurling gremlin. You want people to think, "Wow, this person has their act together," not "Oh no, it’s another one of those again!"
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Clarity is king (or queen!): Avoid ambiguity and get straight to the point. Nobody wants to wade through a wall of text just to figure out what you're asking. Think of it as a scheduling haiku — short, sweet, and to the point.
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Respect people's time (because time is money, honey!): Offer flexibility and make it easy for them to respond. A simple "yes" or "no" option can go a long way. Nobody wants to write War and Peace just to schedule a meeting.
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Boost those response rates: A polite and well-structured request is more likely to get a quick response. Who knows, you might even get a "yes" with a cherry on top! (Okay, maybe not a cherry, but definitely a sense of accomplishment.)

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How to use AI to make scheduling easier

How to Ask for Availability for a Meeting [30 Examples to Copy] | Lindy (1)

AI can automate sending meeting requests and reminders, as well as synchronize updates with your calendar.

Think of it like Terminator, but with a focus on being a personal assistant, only “It can be bargained with, it can be reasoned with, and it absolutely will not stop… until gets your calendar under control.”

And here’s where you should definitely give Lindy a try.

Lindy is a no-code, AI-first platform for intelligent agents that completely streamline workflows and take over the repetitive stuff that bogs down your day — like meeting scheduling!

Here’s how Lindy’s scheduling features save the day:

Automatic meeting scheduling: Lindy reviews your calendar to identify and suggest optimal meeting times. No more guessing games or awkward "Does this time work?" emails. Just imagine Lindy swooping in and saying, "Hey, I noticed you're both free on Tuesday afternoon. Perfect time for a meeting!"
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Personalized follow-ups: After taking notes and making sure nothing slips through the cracks, Lindy can send personalized follow-ups to keep things moving. Think of it as a friendly nudge (without the actual poking), gently reminding people about the meeting and making sure everyone's on the same page.
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Meeting prep: Lindy organizes scheduling while providing key insights about attendees and can notify you through your preferred platform.
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Easy Google calendar integrations: Lindy plays nicely with your favorite calendar apps like Google, Calendly, and more, so everything stays in sync. No more double-bookings or accidentally scheduling a meeting during your dog's birthday party. (Priorities, people!)

There’s way more, but we don’t like spoilers (still can’t believe people do that in YouTube comments), so you’ll have to read all the way to the bottom.

How to ask for availability for a meeting: 30 templates

Thought we were going to leave you hanging? Not a chance! Here’s a bunch of example templates to get you on the right track.

By the way, Lindy has a number of meeting management agents to help create custom options or perform other helpful meeting-related tasks.

Template #1: The "cut to the chase" express

This one is perfect when you need to get straight to the point and lock in that meeting ASAP. No time for beating around the bush — just get to the point!

Example: "Hi [Name], are you available for a quick meeting on [date] at [time] to discuss [topic]?"

Template #2: The "Choose your own adventure" option

Give your recipient some options to choose from, increasing the chances of finding a time that works for both of you. They can pick what they like!

Example: "Hi [Name], I'd like to schedule a meeting to go over [topic]. Would you be available on [date] at [time], or would [date] at [time] work better for you?"

Template #3: The "flexible friend" request

This starting point is perfect when you're flexible on the exact time but need to meet within a certain window. Great for those "sometime next week" situations.

Example: "Hi [Name], I'm looking to schedule a meeting sometime next week to discuss [topic]. Please let me know what day and time works best for you."

Template #4: The "casual catch-up" invite

Keep it casual and calm for those informal catch-ups with colleagues or friends — no need for formalities here.

Example: "Hey [Name], it would be great to catch up sometime soon. Are you free for a quick chat sometime next week?"

Template #5: The "Let's get down to business" meeting request email

This idea gives context and a clear reason for the meeting so your recipient is ready and knows what to expect.

Example: "Hi [Name], I hope this email finds you well. I'd like to discuss [briefly explain the topic and desired outcome of the meeting]. Would you be available for a meeting on [date] at [time] or sometime next week? Please let me know your availability."

Template #6: The "click and confirm" calendar invite

Make scheduling easier by including a link to your calendar, letting the recipient choose a time that works best for them.

Example: "Hi [Name], I'd like to schedule a brief meeting to discuss [topic]. You can book a time that suits you directly on my calendar: [link to your scheduling tool]."

Template #7: The "formal rendezvous" request

When reaching out to senior executives or in formal settings, keep a polite and respectful tone while clearly stating what you’re all about.

Example: "Dear [Name], I hope this email finds you well. I'm writing to request a meeting to discuss [topic]. I've attached a brief agenda for your review. Please let me know your availability for a meeting next week at your earliest convenience."

Template #8: The "gentle nudge" follow-up

If you haven't gotten a response to your initial meeting request email, a friendly follow-up can help nudge things along.

Example: "Hi [Name], I hope this email finds you well. I wanted to follow up on my previous email about scheduling a meeting to discuss [topic]. Please let me know if you're available sometime next week."

Template #9: The "Let's make it happen" meeting proposal

This template is perfect when you want to propose a meeting and offer a few specific times that work for you.

Example: "Hi [Name], I hope this email finds you well. I'd like to schedule a meeting to discuss [topic]. I'm available on [date] at [time], [date] at [time], or [date] at [time]. Please let me know if any of these times work for you or if you have another time in mind."

Template #10: The "quick question" check-in

This baby is ideal for those times when you need a quick answer or clarification on something and want to jump on a call to discuss it.

Example: "Hi [Name], I hope you're having a productive week. I had a quick question about [topic] and thought it might be easier to discuss it on a quick call. Would you be available for a brief chat sometime today or tomorrow?"

Template #11: The "brainstorm bonanza" invitation

Need to gather some brilliant minds for a brainstorming session? Set the stage for a productive and creative meeting.

Template #12: A "product demo" follow-up

Are you following up on a demo request from a potential customer? Re-engage them and schedule a meeting.

Example: "Hi [Name], I hope this email finds you well. I'm following up on your request for a product demo. I'd love to schedule a time to show you how [product name] can help you [mention specific benefits or solutions]. Please let me know your availability for a quick online demo sometime next week."

Template #13: The "post-call recap" email

After a productive call (I hope you’ve had many of those), summarize key takeaways and propose a follow-up meeting.

Example: "Hi [Name], It was great speaking with you earlier today! I've summarized our key discussion points below, and I'd like to schedule a follow-up meeting to discuss the next steps. Please let me know what time next week works best for you."

Template #14: The "LinkedIn connection" request

Want to connect with someone on LinkedIn and schedule a meeting? It’s all about making a professional first impression.

Example: "Hi [Name], I came across your profile on LinkedIn and was impressed with your experience in [industry or field]. I'm currently working on [project or initiative] and would love to connect and discuss potential synergies. Would you be open to a brief virtual coffee chat sometime next week?"

Template #15: The "potential client" introduction

Reach out to potential clients and introduce your services without laying it on too thick.

Example: "Dear [Name], I hope this email finds you well. I'm writing to introduce myself and [Your Company], a leading provider of [your services]. I believe our services could be a valuable asset to your business, and I'd love to schedule a brief meeting to discuss your needs and how we can help you achieve your goals. Please let me know your availability for a meeting next week."

Template #16: The "client check-in" email

Stay connected with current clients and nurture relationships with this simple example.

Example: "Dear [Name], I hope this email finds you well. I'm reaching out to schedule a quick check-in meeting to discuss your ongoing needs and ensure we're meeting your expectations. I'd also love to get your feedback on our recent work and explore any new opportunities for collaboration. Please let me know your availability for a meeting sometime next week."

Template #17: The "colleague collaboration" request

Need to collaborate with a colleague on a project or initiative? Here’s how to get the ball rolling.

Example: "Hi [Name], I hope you're having a productive week. I'm reaching out to discuss potential collaboration opportunities on [project or initiative]. I believe our combined expertise could lead to some great results. Would you be available for a brief meeting sometime next week to brainstorm and discuss the next steps?"

Template #18: The "meeting with the boss" request

Need to schedule a meeting with your supervisor? Start by making a professional and organized request.

Example: "Dear [Supervisor's Name], I hope this email finds you well. I'd like to schedule a meeting to discuss my progress on [project or task] and get your feedback on [specific area or concern]. Please let me know your availability for a meeting sometime next week."

Template #19: The "vendor meeting" request

Schedule a meeting with a provider to talk about their products or services.

Example: "Dear [Vendor Name], I'm writing to express our interest in your [product or service]. We're currently looking for a solution to [business need], and we believe your offerings could be a good fit. Would you be available for a meeting to discuss your products and services in more detail? Please let me know your availability for a meeting next week."

Template #20: The "job candidate interview" invitation

Invite a promising candidate to an interview without making them feel like they’re wasting their time.

Example: "Dear [Candidate Name], Thank you for your interest in the [Job Title] position at [Company Name]. We were impressed with your qualifications and would like to invite you to an interview to discuss your application further. Please let me know your availability for a meeting next week."

Template #21: The "Let's catch up and strategize" meeting request

Want to reconnect with a colleague and map out plans? This meeting invite template is an excellent starting point for a productive catch-up session.

Example: "Hi [Name], I hope this email finds you well. I was hoping to schedule some time to catch up and discuss our progress on [project or goal]. I'd also love to brainstorm some ideas for [plans or initiatives]. Please let me know your availability for a meeting sometime next week."

Template #22: "We value your feedback!"

Show your clients or customers you care about their opinions with this feedback-focused meeting request email.

Example: "Dear [Name], We're always striving to improve our products and services, and your feedback is invaluable to us. We'd appreciate it if you could spare some time for a brief meeting to discuss your experience with [product or service]. Your insights will help us better meet your needs and those of our other valued customers. Please let me know your availability for a meeting next week."

Template #23: The "Let's resolve this together" meeting request

When you’re looking at a challenge or concern, this meeting request helps you start a collaborative problem-solving session.

Example: "Hi [Name], I'm reaching out to schedule a meeting to discuss [briefly describe the issue or concern]. I believe we can find a solution together. Would you be available for a meeting on [date] at [time] or sometime next week?"

Template #24: The "Partnership Exploration" meeting request email

Reach out to potential partners or collaborators to discuss opportunities with this template.

Example: "Hi [Name], I've been following your work at [Company Name] with great interest, and I believe there could be some exciting synergies between our organizations. I'd love to schedule a meeting to explore potential partnership opportunities and discuss how we can collaborate to achieve our mutual goals. Please let me know your availability for a meeting next week."

Template #25: The "Welcome Aboard!" interview invitation

Invite a job candidate to an interview and make them feel valued by rolling out the welcome mat.

Example: "Dear [Candidate Name], Thank you for your interest in the [Job Title] position at [Company Name]. We were impressed with your qualifications and would like to invite you to an interview to discuss your application further. Please let me know your availability for a meeting next week. We're flexible and happy to work around your schedule."

Template #26: The "Strategic Alignment" meeting request

Align goals and priorities with this script for scheduling a strategic planning meeting.

Example: "Hi [Name], I hope this email finds you well. I'd like to schedule a meeting to discuss our strategic goals for the next quarter. I've been reviewing our current progress and have some ideas I'd like to share with you. Would you be available for a meeting sometime next week to brainstorm and align on our priorities?"

Template #27: The "Data Deep Dive" meeting request

Dive into data and go over the results with this template to schedule a data review meeting.

Example: "Hi [Name], I've compiled the latest data on [project or campaign], and I'd love to walk you through the results. Would you be available for a meeting on [date] at [time] to discuss the findings and identify any key takeaways?"

Template #28: The "Creative Collaboration" meeting request

Spark creativity and collaboration with this meeting invite template for scheduling a brainstorming session for a new project or initiative.

Example: "Hey [Name], I've got some exciting ideas brewing for [project], and I'd love to get your take. Would you be free for a brainstorming session sometime next week? We can grab a coffee and let the ideas flow!"

Template #29: The "Let's Troubleshoot This" meeting request

Need to gather the team to tackle a tricky problem? This one sets the stage for a focused problem-solving session.

Example: "Hi, team; I'm reaching out to set up a quick meeting to discuss the recent challenges we've been facing with [project or issue]. I'm confident that we can find a solution together. Please let me know your availability for a meeting tomorrow afternoon."

Template #30: The "Success Celebration and Brainstorm" meeting request

Celebrate a recent win and keep the momentum going with this template for scheduling a celebratory brainstorming session.

Example: "Hey everyone, congrats on the successful launch of [project or product]! To celebrate and discuss our next steps, I'd like to schedule a meeting for [date] at [time]. We can celebrate our achievements, brainstorm new ideas, and plan for even more success!”

Summing up

Now you have 30+ killer “How to ask for availability for a meeting” example templates to get the ball rolling in the right direction.

Remember, clear, concise, and polite communication is key to getting that "yes" and keeping your schedule humming right along.

Who wants to spend all day writing this stuff? That's where Lindy comes in.

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Let Lindy handle your meeting request email game

Lindy can be your smart note-taker, scheduling assistant, and even email negotiator, all rolled into one smart AI package.

With Lindy, you can:

Wave goodbye to scheduling headaches: No more endless back-and-forths or calendar conflicts.
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Look good to colleagues and clients: Make a great impression with professional and personalized communication.
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Get every word(and insight): Lindy joins your meetings, transcribing and summarizing important parts as they happen. It will create highlights, ping you and your team on Slack, follow up automatically, and even disseminate meeting insights.
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Chat with your meetings: Want to go the extra mile? Ask Lindy questions about past meetings to retrieve past info.
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The best accuracy in the game: Lindy learns the jargon and nuances of your conversations and transcribes with an accuracy that’s over 99%.
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Integrate with a plethora of apps: Lindy integrates with a vast network of popular calendar and video conferencing platforms, making it easy to use with your existing apps. It also integrates with popular CRMs — and auto-fills them with relevant info after the meeting is done.
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Way more than just meeting management: Lindy gives you a total suite of automation solutions, from email management to workflow management, sales, and even content creation. You name it, there’s a Lindy for it.
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Build a society of Lindies: You can create Lindies to tackle all sorts of different tasks beyond meeting summaries. The kicker? These Lindies can interact with one another for better results!

Try Lindy for free.‍

How to Ask for Availability for a Meeting [30 Examples to Copy] | Lindy (2024)