11 Professional Ways to Say “My Availability Is as Follows”

In the realm of professional communication, expressing one’s availability is a crucial skill.

Whether you’re coordinating meetings, setting up appointments, or managing your work schedule, knowing how to articulate your time availability clearly and professionally can make a significant difference in your workplace communication. This article explores eleven refined methods to convey your availability, ensuring your business communication remains polished and effective.

The Importance of Clear Communication

Elevating Your Email Correspondence

Email communication remains a cornerstone of modern business communication. The way you phrase your availability in emails can significantly impact the perception of your professionalism. Let’s explore some sophisticated alternatives to the common phrase “My availability is as follows.”

Professional Way 1 Time Blocks for Efficiency

Instead of simply listing your available times, consider offering specific time blocks. This approach demonstrates your commitment to efficient meeting scheduling. For example:

“I have dedicated time blocks available for our discussion on Tuesday from 2:00 PM to 4:00 PM and Thursday from 10:00 AM to 12:00 PM.”

This method provides clear options while highlighting your organized approach to time availability.

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Scenario Example Email

To: john.smith@example.com Subject: Meeting Request – Project Update

Dear John,

I hope this email finds you well. Regarding our project update meeting, I have dedicated time blocks available for our discussion on Tuesday from 2:00 PM to 4:00 PM and Thursday from 10:00 AM to 12:00 PM. Please let me know which time slot works best for you, and I’ll send a calendar invite accordingly.

Best regards, Emily Johnson

Professional Way 2 Calendar Sync Suggestion

In today’s digital age, suggesting a calendar sync can streamline the coordination process. This approach showcases your tech-savviness and commitment to efficient scheduling meetings.

“To streamline our scheduling, I’ve shared my calendar with you. Please feel free to select a time that aligns with both our schedules.”

This method emphasizes open communication and leverages technology to simplify the scheduling process.

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The Power of Calendar Integration

Integrating calendars has revolutionized the way we manage our personal schedule. Here’s a table showcasing popular calendar integration tools and their key features:

Tool Name	Key Features	Best For
Google Calendar	Easy sharing, Multiple calendars	General use
Microsoft Outlook	Exchange integration, Meeting scheduling	Corporate environments
Apple Calendar	iCloud sync, Natural language input	Apple ecosystem users
Calendly	Automated scheduling, Time zone detection	Freelancers, Consultants
Doodle	Group scheduling, Poll creation	Team coordination
TimeBridge	Smart suggestions, Availability ranking	Complex schedules
ScheduleOnce	Customer scheduling, Payment integration	Service-based businesses
YouCanBook.me	Customizable booking pages, Buffer times	Small businesses
x.ai	AI-powered scheduling, Natural language processing	Tech-savvy professionals
When2Meet	Visual availability comparison, Anonymous options	Informal group planning

Professional Way 3 Flexibility with Options

Offering flexibility while providing structured options can be a great way to facilitate appointment scheduling. This approach shows consideration for the other person’s schedule while maintaining control over your own time availability.

“I’m flexible to meet next week. Would Tuesday at 2 PM, Wednesday at 11 AM, or Thursday at 4 PM work well for you?”

This method combines open availability with specific suggestions, making it easier for the recipient to choose a suitable time.

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Professional Way 4 Prioritizing Urgency

When dealing with time-sensitive matters, it’s important to convey urgency while maintaining professionalism. This approach can help expedite the scheduling process for critical issues.

“Given the urgency of this matter, I’ve cleared my schedule for tomorrow between 9 AM and 12 PM. Please let me know your earliest availability within this window.”

This method demonstrates your commitment to addressing important issues promptly while still maintaining a structured approach to your availability in emails.

Urgent vs. Non-Urgent Communication

Understanding how to differentiate between urgent and non-urgent matters is crucial in professional communication. Here’s a table comparing communication styles for different levels of urgency:

Urgency Level	Communication Style	Response Time	Follow-up
Critical	Direct, Immediate	ASAP (within hours)	Frequent updates
High	Prompt, Specific	Same day	Daily check-ins
Medium	Timely, Detailed	Within 24-48 hours	Regular updates
Low	Informative, Flexible	Within a week	As needed
Routine	Casual, Open-ended	As convenient	Periodic check-ins
FYI Only	Informational, No action required	N/A	None unless requested
Long-term Planning	Collaborative, Forward-thinking	Before deadlines	Scheduled reviews
Brainstorming	Creative, Exploratory	Before ideation sessions	Post-session synthesis
Status Updates	Concise, Regular	Per agreed schedule	As defined in project plan
Feedback Requests	Constructive, Specific	As per given timeline	Acknowledgment and action plan

Professional Way 5 Proposing Multiple Time Slots

Offering a range of time slots can demonstrate flexibility while still maintaining structure in your schedule availability. This approach is particularly useful for business emails where you want to provide options without appearing too rigid.

“I have several time slots available next week for our discussion. Would any of these times suit your schedule: Monday at 10 AM, Tuesday at 2 PM, or Wednesday at 4 PM?”

This method provides clear options while allowing the recipient to choose the most convenient time, facilitating smooth appointment scheduling.

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Professional Way 6 Highlighting Preferred Times

While offering flexibility is important, it’s also acceptable to indicate your preferred meeting times. This approach can help guide the scheduling process towards times that work best for you.

“I’m available throughout the week, but I find our discussions are most productive during morning hours. Would you be open to meeting between 9 AM and 11 AM on Tuesday or Thursday?”

This method balances flexibility with personal preference, potentially leading to more effective meetings.

The Science of Productivity

Understanding peak productivity times can significantly enhance workplace communication and meeting effectiveness. Here’s a table showing common productivity patterns throughout the day:

Time of Day	Energy Level	Best Tasks	Meeting Suitability
7:00 AM – 9:00 AM	Rising	Planning, Light tasks	Quick check-ins
9:00 AM – 11:00 AM	Peak	Complex problem-solving	Important discussions
11:00 AM – 1:00 PM	High	Creative work	Brainstorming sessions
1:00 PM – 3:00 PM	Dip (post-lunch)	Administrative tasks	Status updates
3:00 PM – 5:00 PM	Steady	Collaborative work	Team meetings
5:00 PM – 7:00 PM	Declining	Wrap-up, Planning	Brief follow-ups
7:00 PM – 9:00 PM	Low	Light reading, Reflection	Avoid scheduling
9:00 PM – 11:00 PM	Variable	Personal tasks	Avoid scheduling
11:00 PM – 1:00 AM	Low	Rest, Relaxation	Avoid scheduling
1:00 AM – 3:00 AM	Very low	Sleep	Avoid scheduling
3:00 AM – 5:00 AM	Lowest	Deep sleep	Avoid scheduling
5:00 AM – 7:00 AM	Beginning to rise	Light exercise, Meditation	Avoid scheduling

Professional Way 7 Accommodating Different Time Zones

In our globalized work environment, considering different time zones is crucial for effective scheduling meetings. This approach shows thoughtfulness and global awareness in your professional communication.

“I’m available between 2 PM and 6 PM EST (Eastern Standard Time) on weekdays. Please let me know your preferred time, and I’ll be happy to convert it to your local time zone for convenience.”

This method demonstrates consideration for international colleagues and clients, facilitating smoother coordination process across different regions.

Professional Way 8 Offering Virtual Meeting Options

With the rise of remote work, offering virtual meeting options has become an essential part of professional communication. This approach showcases adaptability and tech-savviness.

“I’m available for a virtual meeting via Zoom or Microsoft Teams on Tuesday or Thursday afternoon. Which platform and time would work best for you?”

This method provides flexibility in both timing and meeting format, catering to various preferences and work setups.

Virtual Meeting Platforms

The rise of remote work has led to an explosion in virtual meeting platforms. Here’s a comparison of popular options:

Platform	Key Features	Best For	Max Participants
Zoom	HD video, Screen sharing	Large meetings	Up to 1000
Microsoft Teams	Office integration, Chat	Office 365 users	Up to 300
Google Meet	Google Workspace integration	Google users	Up to 250
Skype	Free calls, Instant messaging	Personal use	Up to 50
Webex	Enterprise-grade security	Large corporations	Up to 1000
GoToMeeting	Mobile-friendly, Recording	Webinars	Up to 250
BlueJeans	Dolby Voice audio	High-quality audio needs	Up to 200
Whereby	No downloads required	Quick meetings	Up to 50
Jitsi Meet	Open-source, Free	Tech-savvy users	Unlimited
Discord	Gaming-oriented, Server creation	Community building	Up to 50 video, 250 audio

Professional Way 9 Suggesting a Brief Initial Meeting

For complex projects or discussions, suggesting a brief initial meeting can be an effective way to manage time and set expectations. This approach demonstrates efficiency and respect for everyone’s time.

“I suggest we start with a 15-minute alignment meeting to outline our objectives. I’m available for this brief discussion on Monday or Wednesday between 1 PM and 3 PM. Once we’ve aligned, we can schedule a more comprehensive follow-up session.”

This method allows for efficient use of time while ensuring all parties are on the same page before committing to a longer meeting.

Professional Way 10 Utilizing Scheduling Tools

Leveraging scheduling tools can significantly streamline the appointment scheduling process. This approach showcases your efficiency and tech-savviness in business communication.

“To simplify our scheduling process, I’ve set up a booking page using Calendly. You can view my real-time availability and book a time that works best for you here: [Calendly link].”

This method automates the scheduling process, reducing back-and-forth emails and potential conflicts.

Professional Way 11 Balancing Availability and Boundaries

While it’s important to be accessible, it’s equally crucial to maintain professional boundaries. This approach demonstrates respect for work-life balance while still being accommodating.

“I’m typically available for meetings between 9 AM and 5 PM on weekdays. For urgent matters outside these hours, please feel free to reach out via email, and I’ll do my best to accommodate your request.”

This method clearly communicates your regular availability while leaving room for flexibility in urgent situations.

The Art of Professional Boundaries

Setting and maintaining professional boundaries is crucial for effective workplace communication and personal well-being. Here’s a table outlining different aspects of professional boundaries:

Boundary Type	Description	Examples	Benefits
Time	Defining work hours	9-5 workday, lunch breaks	Work-life balance
Communication	Preferred contact methods	Email for non-urgent, call for urgent	Efficient information flow
Workload	Capacity limits	Max projects, overtime policy	Prevent burnout
Personal	Privacy limits	Personal vs. work phone	Maintain professionalism
Emotional	Appropriate workplace behavior	Constructive feedback, conflict resolution	Healthy work environment
Physical	Office space and interactions	Knock before entering, personal space	Respect and comfort
Digital	Online presence and availability	After-hours email policy	Disconnect and recharge
Financial	Compensation and expenses	Salary negotiations, reimbursement policies	Fair compensation
Skill-based	Job responsibilities	Role definition, task delegation	Clear expectations
Ethical	Professional conduct	Confidentiality, honesty	Integrity in workplace

In conclusion, mastering these professional ways to communicate your availability can significantly enhance your formal communication skills. By employing these refined methods, you can ensure clear communication in your professional emails and streamline the scheduling process. Remember, effective communication is key to success in any professional setting. By being transparent about your open schedule and utilizing these sophisticated alternatives, you can foster better workplace communication and build stronger professional relationships.