Whether you’re a busy professional or just looking to catch up with friends, knowing how to ask for availability for a meeting can be super useful.

By inquiring about availability before setting up a meeting, you ensure that it will be scheduled at a convenient time for all participants. This results in more productive discussions, as everyone can attend and fully engage in the meeting’s agenda.

In this post, we’ll show you how to ask for availability for a meeting for different agendas with email examples.

How to Ask for Availability for a Meeting? – Email Examples

1. Email Sample to Request a Meeting with Your Boss

Here the approach is to make a polite request when scheduling a meeting with the boss. Instead of dictating a specific time and date for the meeting, the email is written in a way that shows respect for the boss’s authority and schedule.

By asking the boss to suggest some times and dates for the meeting, it allows them to have control over their availability and choose a time that works best for them. This approach acknowledges that the boss has a busy schedule and may have other commitments, so it’s considerate to let them decide when they can meet.

Subject:Request for a Meeting: Discussing Project Progress and Insights
Hi #Name#,

I hope this email finds you well. I would like to request a meeting at your earliest convenience to discuss the progress of the ongoing #Project Name#. Your valuable insights will be instrumental in refining our strategy and ensuring its success.

Please let me know your availability, and I will be sure to adjust my schedule accordingly. I look forward to the opportunity to sit down with you and have a fruitful discussion.

Thank you for your time and consideration.


2. Professional email to ask for availability for a meeting

This type of email is meant for initiating contact with a potential client or customer or professional whom you have not had any prior interactions with- a cold email. The purpose of this email, known as a prospecting email, is to introduce yourself or your business to the recipient and express your interest in discussing potential business opportunities.

Subject:Meeting Request: Exploring Potential Collaborations
Hi #Name#,

I hope this email reaches you in good spirits. As an avid admirer of your work and accomplishments, I am keen on exploring potential collaborations between our organizations.

If your schedule permits, I would be honored to meet with you to discuss the various possibilities and mutual benefits this partnership can bring. Please let me know your availability, and I will ensure that the meeting is convenient for you.

Thank you for your time, and I look forward to the opportunity to meet you.


3. Meeting request sample to the manager asking for availability

We understand that bosses, just like ours, are often busy. Therefore, we have crafted this meeting request email sample to managers in a concise and straightforward manner.

The purpose of this email is to make it easy for the manager to quickly grasp the main points without getting overwhelmed with lengthy details.

Subject:Performance Review and Goal Setting
Hi #Name#,

I trust you are doing well. I would like to request a meeting to discuss my performance review and establish actionable goals for the upcoming quarter.

Kindly share your availability, and I will align my schedule accordingly. Your feedback is invaluable to me, and I am eager to learn from your insights.

Thank you for your attention to this matter.


4. Email sample to check the availability of the client

The purpose of this email is to check the client’s schedule and availability to arrange a meeting.

Subject:Inquiring About a Meeting: Exploring New Opportunities
Hi #Name#,

I hope this email finds you in great spirits. Our team is excited about the prospect of working together and exploring new opportunities for collaboration.

To take this discussion forward, we would like to arrange a meeting with you. Could you kindly inform us of your availability in the coming week so that we can coordinate a suitable date and time?

Thank you for your time, and we are looking forward to meeting you soon.


5. Asking for availability for the rescheduled meeting

Sometimes, circumstances can lead to changes in plans, and it’s considerate to inform others about it.

By informing others about the change in plans and requesting a new meeting time, the sender shows consideration for the recipients’ schedules and demonstrates professionalism in keeping them updated about any adjustments to the original arrangement.

Subject:Request for Meeting Reschedule: New Date Needed
Hi #Name#,

I hope this email finds you well. Due to unforeseen circumstances, I must regrettably request the rescheduling of our upcoming meeting, previously set for #Date and Time#.

I apologize for any inconvenience this may cause and sincerely hope that we can find an alternative date that works for you. Please share your availability, and I will make sure to adjust the schedule accordingly.

Thank you for your understanding, and I am eager to meet at the earliest opportunity.


6. Informal meeting email example asking for availability

If you’re friends with someone, there’s no need to be formal. Here’s a laid-back meeting request sample you can use to schedule a get-together.

Subject:Coffee Chat Request: Seeking Your Mentorship
Hi #Name#,

I hope all is going well. I’d love to catch up with you over coffee and seek your valuable mentorship on #Topic#. Your expertise has always been inspiring, and I’m eager to learn from your experiences.

Let me know when you’re free, and I’ll treat you to your favorite coffee spot.

Looking forward to connecting soon!


Basic rules of meeting request emails

When crafting meeting request emails, there are some basic rules and guidelines to follow to ensure clarity, professionalism, and effectiveness. Here are the key rules for writing meeting request emails:

1. Clear and Specific Subject Line:

Use a subject line that clearly indicates the purpose of the email and the meeting request. A concise and descriptive subject line helps recipients understand the importance of the email at a glance.

2. Brief and Engaging Introduction:

Start the email with a friendly greeting and a brief introduction of yourself. State the reason for the email and the purpose of the meeting request in a concise and engaging manner.

3. Provide Context and Background:

If needed, briefly explain the context of the meeting, mentioning any relevant projects, ideas, or issues to be discussed. Keep it focused and to the point.

4. Propose Multiple Time Options:

Offer a few potential meeting dates and times that work for you. This shows flexibility and makes it easier for the recipient to find a suitable time.

5. Consider the Recipient’s Schedule:

Be mindful of the recipient’s schedule and availability. Avoid scheduling meetings during their busy periods or known conflicting times.

6. Professional Tone and Language:

Use a professional tone throughout the email. Avoid informal language, slang, or overly casual expressions, especially when contacting superiors or potential clients.

7. Keep it Concise:

Be clear and concise in your request. Keep the email focused on the meeting request and avoid including unrelated information.

8. Express Appreciation:

Show gratitude and appreciation for the recipient’s time and consideration in your closing remarks.

9. Call-to-Action:

End the email with a clear call to action, such as asking for confirmation of the meeting or suggesting that the recipient proposes an alternative time.

Remember, a well-structured meeting request email reflects your professionalism and communication skills. By following these basic rules, you can increase the chances of getting a positive response and scheduling a successful meeting.


Understanding how to ask for availability for a meeting is a fundamental skill in the world of business and beyond. Whether you’re arranging important discussions with your boss, exploring collaboration opportunities with other organizations, or simply catching up with friends, effective communication and consideration of everyone’s schedules are key.

By using the email examples provided in this blog post, you can approach these situations with confidence and professionalism. Remember to keep your tone friendly, concise, and respectful, making it easy for others to respond positively.

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