Availability message templates for clients

A useful availability message answers three questions: which times can I choose, what timezone are they in, and what should I do next? You do not need a long explanation. Start with one of these examples, then add the current times from your calendar.

Every message below is an illustrative template. Replace the brackets, check the dates and adapt the wording to your usual tone. If you use SPACE, generate your availability first and paste the list where indicated.

Replying to a new client enquiry

Keep the introduction friendly and make the next step clear. Ask for any information you still need before agreeing the appointment, such as its likely length.

Hi [name], thanks for getting in touch. I’d be happy to find a time.

Here are the openings I can currently offer:

[Paste available dates and times]

All times are in [timezone]. Let me know which suits you and [any details needed], and I’ll confirm the appointment.

Sharing next week’s availability

Give the date range so the message remains understandable if it is read later. Use full dates where a short day name could be confusing.

Hi [name], I have these openings for the week of [date]:

[Paste available dates and times]

These are in [timezone]. If one works for you, reply with your preferred date and time. I’ll check it is still available and confirm.

Offering alternatives when you need to reschedule

Acknowledge the change briefly, then offer concrete alternatives. Keep the existing appointment details separate from the new options.

Hi [name], I’m sorry, I need to rearrange our appointment on [original date and time]. Would any of these alternatives work for you?

[Paste available dates and times]

All times are in [timezone]. Let me know what suits you and I’ll confirm the new arrangement. Thanks for your flexibility.

Following up after someone chooses a time

Recheck your calendar before confirming. A reply to an availability message does not reserve the slot automatically.

Thanks, [name]. I’ve confirmed your appointment for [day, full date] at [time and timezone], for [duration].

[Add the agreed location, meeting details or next steps.]

I look forward to seeing you.

Before you send

• Use current times. Regenerate the list if your calendar has changed.
• Check the appointment length. Make sure the offered gap fits what the client needs.
• Name the timezone. Use a clear location-based label, particularly if you and the client are in different places.
• Set expectations. Say that you will confirm a chosen time, unless a separate booking system actually reserves it.
• Include only what is needed. Share the available dates and times, rather than private event details or a screenshot of your full calendar.

Let SPACE prepare the list

SPACE compares your working hours with a selected calendar and produces availability you can copy or share. Free includes one calendar and three generations each month; Pro offers unlimited generations and multiple calendars. Follow the iPhone availability guide to get started.

For conversations that need a personal reply, a short message may be enough. If you want people to choose and book a live slot themselves, compare text availability with a booking link.