12 Formal Ways to Say “What Time Works Best For You?”

Finding the right words to schedule a meeting can make all the difference in how your message is received. Whether you’re speaking with colleagues, clients, or superiors, the phrasing you choose should reflect both respect and professionalism.

This article offers twelve alternative ways to ask someone for a convenient meeting time, each suited to different levels of formality and types of communication.

Is It Formal to Say “What Time Works Best For You?”

The phrase “What time works best for you?” is considered professional, formal, and polite. It is widely used in business and academic settings, making it a good choice for scheduling meetings or appointments.

This phrase fits well when communicating with colleagues, clients, or any professional contacts. It’s especially appropriate for use in emails and professional messaging platforms.

Email example:

Dear Ms. Taylor,

I am looking to discuss our upcoming project and would like to know what time works best for you? Please let me know your available slots this week.

Best regards,
Emily Roberts

Pros:

• Shows consideration for the recipient’s time and schedule.
• Enhances the tone of cooperation in communications.
• Appropriate for both written and spoken communication.

Cons:

• May be overly formal in casual or informal contexts.
• Could lead to a delayed response if the recipient has a busy schedule.
• Lacks urgency, which might be needed in time-sensitive situations.

While the phrase “What time works best for you?” is quite versatile, some may prefer to use alternatives to offer more flexibility or to sound less formal, depending on the context.

12 Other Ways to Say “What Time Works Best For You?”

Here are twelve professional alternatives to the phrase “What time works best for you?” that can be used in different contexts to schedule meetings or appointments:

1. When are you available to meet?

This alternative is less formal than the original phrase but maintains a professional tone. It’s direct and to the point, making it a good choice for messages where you want a quick reply without sounding too formal.

This phrase is best used in less formal emails or instant messages, especially when speaking with colleagues or clients you have a familiar relationship with. It’s suitable for digital communications where brevity is appreciated.

Email example:

Hello Mark,

I hope you're having a great day. When are you available to meet? I would like to discuss the new project timeline with you.

Warm regards,
Lisa Franklin

2. Could you let me know your availability?

This alternative is slightly more formal and implies a polite inquiry about the recipient’s free time without assuming they are immediately available. It’s a great professional and polite synonym for checking availability.

It is suitable for emails to higher-ups or new clients where you want to show deference and respect. This phrase works well in formal emails and professional contexts.

Email example:

Dear Dr. Reynolds,

I am looking forward to your insights on our current research. Could you let me know your availability for a meeting this week?

Sincerely,
Jordan Miles

3. What time would be convenient for our meeting?

This phrase is formal and polite, focusing on the recipient’s convenience, which makes it ideal for formal communications. It implies that the sender is flexible and willing to accommodate the schedule of the person they are communicating with.

This alternative is excellent for formal emails, particularly when dealing with senior management or important clients. It’s also appropriate for official correspondence where politeness is paramount.

Example:

Hello Prof. Thompson,

I hope this message finds you well. What time would be convenient for our meeting? Please let me know what works best for you.

Best regards,
Elena Scott

4. When would you be available to meet?

This version is direct yet maintains a formal and polite tone. It’s a suitable synonym for arranging meetings where the sender needs to know specific availability without sounding too pushy.

This phrase works well in emails and professional messages, especially when planning formal meetings or appointments with colleagues, clients, or supervisors. It is also fitting for use over professional communication platforms.

Email sample:

Dear Mr. Hall,

Thank you for your prompt responses so far. When would you be available to meet? We need to finalize the details of our partnership.

Kind regards,
Sophia Grant

5. What time suits you best?

This option is informal yet polite. It suggests a more relaxed approach to scheduling, which can make the recipient feel at ease. It’s an excellent choice for casual or semi-formal communications.

This phrase is particularly effective in less formal emails or messages, ideal for arranging meetings with colleagues or external partners you have a more relaxed relationship with. It fits well in less formal digital communications.

Email example:

Hey Alex,

I hope everything is going smoothly on your end. What time suits you best for a quick catch-up call?

Cheers,
Jamie

6. Can you suggest a time that works for you?

This phrase is a direct and polite way to invite the other party to propose a time that fits their schedule, emphasizing flexibility on the part of the sender. It is suitable as a synonym when you want to be accommodating but still keep the message professional.

It works well in both formal and informal emails, especially useful when you want to show that you are considerate of the other person’s time constraints. This phrase is best used in communications via email or professional messaging platforms.

Example:

Hello Dr. Watson,

We are excited to move forward with the collaboration. Can you suggest a time that works for you for our initial discussion?

Best,
Natalie Chen

7. What time is convenient for you?

This alternative is very formal and polite, focusing on the convenience of the recipient. It is a synonym that conveys a high degree of flexibility and willingness to adapt to another’s schedule.

This phrase is especially suitable for formal emails or messages to people in higher positions or with whom you do not have a close relationship. It’s excellent for use in professional settings where formality is required.

Example:

Dear Chairman Lee,

I would like to schedule a time to discuss the upcoming merger. What time is convenient for you?

Respectfully,
Thomas Reed

8. When would be a good time for you?

This alternative is informal yet polite and suggests a more conversational tone. It’s less formal than the original but still shows consideration for the recipient’s schedule.

This phrase is great for less formal emails or messages, particularly when interacting with colleagues or clients you are familiar with. It’s suitable for digital communications where a friendly tone is appreciated.

Sample:

Hi Jessica,

Just checking in to see when would be a good time for you to go over the Q2 reports?

Thanks,
Eric

9. Can you propose a suitable time?

This phrase is formal and implies a level of professional respect, asking for the recipient’s input directly. It’s an excellent polite alternative for arranging formal meetings.

Suitable for use in formal emails, particularly when you are trying to arrange an important meeting with colleagues, clients, or superiors. It shows deference and respect for the recipient’s time and preferences.

Email example:

Dear Ms. Patel,

In preparation for our audit, can you propose a suitable time for the initial review?

Best regards,
Anil Kumar

10. When do you have time to meet?

This alternative is slightly informal but remains polite. It’s direct and useful for messages where a more laid-back approach is acceptable.

This phrase is best used in emails or messages with colleagues or clients with whom you have a less formal relationship. It is ideal for communications that aim to be friendly yet professional.

Email example:

Hey Chris,

I was wondering, when do you have time to meet to discuss the new software update?

Best,
Megan

11. When would you be free for a meeting?

This phrase is casual but polite, useful for communications that are informal yet respectful. It’s a synonym that provides a relaxed approach to scheduling.

Best used in less formal emails, suitable for communications with colleagues or informal business contacts. It works well when you’re trying to maintain a friendly yet professional tone.

Example:

Hi Brenda,

Hope you're well. When would you be free for a meeting to discuss the event details?

Thanks,
Roger

12. What is a convenient time for you to meet?

This is a very formal and polite alternative. It puts the emphasis on the recipient’s convenience, making it an excellent choice for formal and respectful communications.

This phrase is particularly effective in formal emails, especially when dealing with senior officials or important external stakeholders. It is suitable for professional settings where high respect and formality are required.

Email example:

Dear Professor Smith,

I am eager to discuss your recent research. What is a convenient time for you to meet?

Sincerely,
Laura Benson

Final Thoughts

Choosing the right words when scheduling a meeting is crucial for maintaining professionalism and respect. The twelve alternatives provided offer various levels of formality and politeness to suit different situations. By using these phrases, you can ensure your communication is clear and appropriate for the recipient.