OpenSlot · Guides

How to write an availability email (templates that get a fast yes)

The best availability email makes the other person's reply effortless: they scan a short list, pick one, type "Tuesday 10am works," done. Here is the structure that gets that reply, plus templates you can paste.

The structure

One line of context, then the list, then one line of instruction. State the timezone once at the top — never per slot. Offer three to six options spread over at least two days, in 30- or 60-minute blocks, written in the recipient's timezone if you know it.

Template: a first meeting

Hi Priya — great to connect. Would any of these work for a 30-minute call?

All times in US/Eastern
• Today 07/08
  03:30 PM - 04:00 PM
  05:00 PM - 05:30 PM
• Thursday 07/09
  09:30 AM - 10:30 AM
  12:00 PM - 01:00 PM
  02:30 PM - 03:00 PM

If none of those fit, send me a couple of times that do and I'll make it work.

Template: scheduling for someone else

Hi Tom — Maria has the following openings next week (all US/Eastern). Could you pick one and I'll send the invite?

• Monday 07/13
  10:30 AM - 11:00 AM
  03:00 PM - 03:30 PM
• Tuesday 07/14
  09:00 AM - 10:00 AM

Template: a group

Hi all — here's when everyone on the panel is free (US/Pacific). Reply with the slot that works for you and I'll lock it in:

• Wednesday 07/15
  01:00 PM - 02:00 PM
• Thursday 07/16
  09:00 AM - 10:00 AM
  11:30 AM - 12:30 PM

Getting the list without retyping it

The list itself is the slow part. OpenSlot reads your Outlook free/busy (and anyone else's you include) and produces exactly this format — timezone header, day headings, slots — in one click; inside Outlook the add-in inserts it at your cursor. Paste it under your one line of context and send.