“What time works for you”: how to say it politely
Why it can fall flat
“what time works for you”
Most people will hear “what time works for you” as a sign you have no plan, so the choice lands back on them. You want a time agreed quickly, without a long back-and-forth.
Say this instead
- 01
Could we find 15 minutes this week to go over the budget? I'm free Tuesday after 2 or Wednesday morning, but happy to work around you.
Boss · Chat
Gives your boss a clear purpose, a short length and two options, so they can answer in one line.
- 02
I'd like to set up a call to walk through the proposal. Would Thursday at 11:00 or Friday at 3:00 suit you? If neither does, send me a couple of times that do.
Client · Email
Offers choices and leaves room to counter, which suits a first scheduling email to a client.
- 03
When are you free for a quick sync today? I'm open after lunch or around 4.
Coworker · Chat
Good for same-day check-ins where a casual tone fits and a long proposal would feel heavy.
- 04
Let's book our one-to-one for this week. Which slot suits you best: Monday 10:00, Tuesday 3:00 or Thursday 11:30?
Someone you manage · Chat
Keeps the meeting fixed but lets the person you manage choose, which feels considerate without being vague.
- 05
Thank you for reaching out. I'm available for a call on weekdays between 5 and 7 pm. Please suggest a time in that window that works for you.
Recruiter / HR · Email
Useful when your hours are limited, such as while employed, because it sets the window up front.
- 06
Hi Imani, we can deliver tomorrow between 9 and 12 or between 2 and 5. Reply with the window you prefer and we'll confirm it.
Customer · SMS
Fits delivery or appointment texts because the customer only has to reply with one choice.
- 07
I'm booking the launch review. Could you share two or three times that suit you next week? I'll fit the meeting around them.
Coworker · Email
Helps when you are coordinating several busy people and need a few options to compare.
- 08
Hi Trevor, shall we speak at 10:30 tomorrow about the invoice? If that's not good, tell me a time that suits and I'll try to fit it in.
Client · SMS
Suggests one specific time first, which is quickest when the matter is short and a bit urgent.
Examples
Hi Kimberly, I'd like to go through the Q3 report with you before it goes to the wider team. It should take about 20 minutes. Would Wednesday at 2:00 or Thursday at 10:30 work? If not, send me a time that suits you and I'll adjust. Best regards, Tyrone
Hi Arin, can we do a 10-minute catch-up on the schedule today? I'm free at 1:30 or 4:00. Tell me which is better, or suggest another time.
What to avoid
- Skip the bare question with no context, and say what the meeting is about and roughly how long it will take.
- Offering so many options that the other person has to study your calendar backfires, so two or three is enough.
- Making them guess your time zone causes confusion, so add it when people work in different regions.
- If it's urgent, leaving the question open wastes time, so suggest a specific time and ask them to confirm.
- Once a time is agreed, confirm it in writing so nobody is left unsure.