Clear time-coordination is one of the most essential elements of professional communication. Whether you’re scheduling a meeting, confirming availability, organizing a client call, or aligning with colleagues across time zones, the phrase “What time works best for you?” plays a central role.
This article provides formal, semi-formal, and casual alternatives, complete with usage notes, examples, tone guidance, email samples, dialogues, a comparison table, and industry-specific variations. Let’s elevate your scheduling language with clarity and professionalism.
🏛️ Formal Alternatives (With Meaning, Usage, and Examples)
1. “What time would be most convenient for you?”
Meaning: Asks for a time that minimizes inconvenience.
Explanation: Polished and respectful phrasing suitable for formal contexts.
Example: “What time would be most convenient for you to review the proposal?”
Best Use: Client meetings, external communications.
Worst Use: Chat messages among close colleagues.
Tone: Professional, courteous.
2. “Please advise on your preferred time.”
Meaning: Requests guidance on timing.
Explanation: A structured and formal expression often used in corporate emails.
Example: “Please advise on your preferred time for tomorrow’s discussion.”
Best Use: Corporate, legal, and consulting settings.
Worst Use: Creative or casual environments.
Tone: Highly formal.
3. “Kindly indicate a time that is convenient for you.”
Meaning: Asks recipient to propose a convenient time.
Explanation: Adds politeness through “kindly.”
Example: “Kindly indicate a time that is convenient for you to finalize the report.”
Best Use: Senior stakeholders; HR communications.
Worst Use: Quick internal coordination.
Tone: Polite and formal.
4. “Could you let me know your availability?”
Meaning: Seeks available time slots.
Explanation: A broad, formal inquiry covering potential timing.
Example: “Could you let me know your availability this week?”
Best Use: Scheduling multiple meeting options.
Worst Use: When a specific time range is needed.
Tone: Diplomatic, neutral.
5. “At what time would you prefer to meet?”
Meaning: Directly asks for a preferred time.
Explanation: Formal yet straightforward phrasing.
Example: “At what time would you prefer to meet for the briefing?”
Best Use: Professional & academic environments.
Worst Use: Text messages.
Tone: Professional.
6. “Kindly share your available time slots.”
Meaning: Requests multiple options.
Explanation: Works well for structured planning.
Example: “Kindly share your available time slots for next week’s call.”
Best Use: International, multi-time-zone meetings.
Worst Use: Simple one-on-one chats.
Tone: Polite and organized.
7. “Please propose a suitable time for our discussion.”
Meaning: Invites the recipient to suggest timing.
Explanation: Sounds formal and respectful of the recipient’s schedule.
Example: “Please propose a suitable time for our project review.”
Best Use: Important business discussions.
Worst Use: Quick updates.
Tone: Polished and respectful.
8. “Which time slot would be most appropriate on your end?”
Meaning: Asks recipient to choose the most appropriate time.
Explanation: Shows deference to the other party’s schedule.
Example: “Which time slot would be most appropriate on your end for the presentation?”
Best Use: Corporate and executive settings.
Worst Use: Informal environments.
Tone: Formal and precise.
9. “What time aligns best with your schedule?”
Meaning: Seeks timing that fits well.
Explanation: Emphasizes alignment and collaboration.
Example: “What time aligns best with your schedule for today’s briefing?”
Best Use: Professional scheduling.
Worst Use: Immediate/urgent matters.
Tone: Neutral-formal.
10. “Please confirm a time that works for you.”
Meaning: Requests confirmation rather than options.
Explanation: Best for finalizing arrangements.
Example: “Please confirm a time that works for you to sign the documents.”
Best Use: When close to finalizing.
Worst Use: Early scheduling stages.
Tone: Formal.
📘 Semi-Formal & Neutral Alternatives
1. “What time works for you?”
Meaning: Simple and broadly acceptable.
Example: “What time works for you for a quick sync?”
Tone: Neutral, professional.
2. “When are you available to meet?”
Meaning: Asks for general availability.
Example: “When are you available to meet this afternoon?”
Tone: Neutral.
3. “Do you have a preferred time?”
Meaning: Requests preference.
Example: “Do you have a preferred time for our catch-up?”
Tone: Semi-formal.
4. “When would be a good time for you?”
Meaning: Seeks convenience.
Example: “When would be a good time for you to go over the updates?”
Tone: Friendly professional.
5. “What time suits you?”
Meaning: Quick and simple.
Example: “What time suits you for the walkthrough?”
Tone: Neutral.
6. “When should we plan our meeting?”
Meaning: Requests guidance on planning.
Example: “When should we plan our meeting for the rollout?”
Tone: Semi-formal.
7. “Which time works for your schedule?”
Meaning: Asks what fits best.
Example: “Which time works for your schedule for the demo?”
Tone: Neutral.
8. “Any preferred time on your side?”
Meaning: Asks politely for preference.
Example: “Any preferred time on your side for the review?”
Tone: Casual-neutral.
9. “When is good for you?”
Meaning: Informally asks for timing.
Example: “When is good for you to connect?”
Tone: Semi-casual.
10. “Could you share a good time to reach you?”
Meaning: Requests best contact time.
Example: “Could you share a good time to reach you tomorrow?”
Tone: Semi-formal.
😊 Casual Alternatives
- What time works for you?
- What time’s good for you?
- When are you free?
- What time should we meet?
- What time is good on your end?
- When can you talk?
- What time’s best for you?
🏢 Industry-Specific Variations
Business
- “Please share your available slots for our business review.”
Corporate
- “What time aligns with your schedule for the quarterly update?”
Academic
- “Could you indicate the most suitable time to discuss your research progress?”
Customer Service
- “When would be the most convenient time for us to assist you?”
Legal
- “Kindly confirm a time at which you are available to review the documentation.”
Email Communication
- “Please advise on a meeting time that works for you.”
📩 Email Examples
1. Highly Professional
Subject: Meeting Time Confirmation
Hi Daniel,
Please advise on your preferred time for tomorrow’s contract review meeting.
Kind regards,
Melissa
2. Neutral & Polite
Subject: Scheduling Our Call
Hi Anna,
What time would be most convenient for you to connect today?
Thanks,
Liam
3. Assertive Yet Professional
Subject: Project Timeline Sync
Hi Team,
Kindly share your available time slots so we can finalize the project schedule.
Best,
Karen
4. Friendly Professional
Subject: Quick Check-In
Hello Paul,
When would be a good time for you to discuss the new updates?
Regards,
Chris
5. Formal Executive Email
Subject: Request for Meeting Time
Dear Mr. Hughes,
At your convenience, please indicate a suitable time for our briefing.
Sincerely,
Martin
💬 Short Dialogue Examples
1
A: “We need to finalize the design.”
B: “Sure. What time suits you?”
2
A: “Can we review this today?”
B: “Absolutely. When is convenient for you?”
3
A: “Let’s discuss the proposal.”
B: “Great. Could you let me know your availability?”
4
A: “Ready for the presentation check?”
B: “Yes—what time aligns best with your schedule?”
5
A: “We should sync up on this.”
B: “Agreed. When would be a good time for you?”
📊 Comparison Table
| Phrase | Tone | Best Use | Example |
|---|---|---|---|
| What time would be most convenient for you? | Formal | Client or executive scheduling | “What time would be most convenient for you to join the review?” |
| Please advise on your preferred time. | Highly formal | Legal, corporate | “Please advise on your preferred time for the briefing.” |
| When are you available? | Neutral | General scheduling | “When are you available to meet today?” |
| What time suits you? | Semi-formal | Internal communication | “What time suits you for our sync?” |
| When is a good time for you? | Soft professional | Friendly business | “When is a good time for you to discuss updates?” |
⚠️ Common Mistakes to Avoid
- Being vague without offering context.
- Using overly casual phrasing with senior stakeholders.
- Requesting availability without providing a time frame.
- Repeating the same phrase multiple times.
- Sounding demanding (e.g., “Tell me when you’re free”).
- Forgetting time zone considerations.
- Asking for same-day scheduling without acknowledging urgency.
🚫 When NOT to Use These Phrases
- When the meeting time is already determined.
- When providing instructions, not asking questions.
- In urgent situations requiring immediate coordination.
- When the recipient has already given their availability.
- When scheduling systems (Calendly, Outlook, etc.) should be used instead.
❓ FAQs
1. What’s the most formal way to ask what time works best?
“Please advise on your preferred time” or “What time would be most convenient for you?”
2. Is “What time works for you?” professional?
Yes, but it is more semi-formal than fully formal.
3. Should I offer time options or ask open-endedly?
For efficiency, offering 2–3 time options is ideal.
4. How can I ask politely for availability?
Use softening modifiers like “kindly” or “at your convenience.”
5. What if the person is in another time zone?
Always specify your time zone or request theirs.
6. How do I avoid sounding pushy?
Use conditional phrasing (“Could you…” “Would you mind…”).
7. Is it okay to use these phrases with clients?
Absolutely—formal alternatives are designed for client communication.
DISCOVER MORE ARTICLES
40+ Better Ways to Say “Thank You for Your Quick Response” in Email
45+ Formal Ways to Say “It Would Be Greatly Appreciated” (Advanced Guide)
Better Ways to Say “Looking Forward to Seeing You”(45+ Professional Alternatives)
