10 Polite Ways to Say “When Is a Good Time”

Choosing the right words when asking for someone’s time is key in the professional world. It shows respect and acknowledges their busy schedule.

This article lists ten polite alternatives to the phrase “When Is a Good Time” that can be used in professional emails. Each alternative is explained in detail, showing when and how to use them effectively.

Is It Polite to Say “When Is a Good Time”?

Asking someone “When is a good time” can be seen as both professional and polite, and tends to fall on the more informal side. It implies that you respect the other person’s schedule and are willing to adjust to their availability.

In professional environments, it’s a useful phrase for scheduling meetings or calls with colleagues, clients, or partners who you have an established relationship with. We recommend it for less formal emails, messages, or conversations.

Here’s an example:

Hi Emily,

I'd like to discuss the updates on the project we've been working on together. When is a good time for you to have a call this week?

Looking forward to hearing from you.

Best regards,
Alex

Pros:

• Shows respect for the recipient’s time and schedule.
• Keeps the conversation tone light and friendly.
• Encourages a cooperative approach to scheduling.

Cons:

• May be too informal for very formal or traditional settings.
• Could be perceived as indecisive or lacking initiative to suggest a specific time.

While “when is a good time” is a useful and polite phrase, there might be cases where someone would look for alternatives. This could be due to the need for a more formal tone or to suggest specific times and take a more decisive stance in scheduling.

10 Other Ways to Say “When Is a Good Time”

Here are ten professional and polite alternatives to “When Is a Good Time” that can be used in a workplace environment:

1. What time suits you best?

This alternative is a bit more specific and sounds more considerate by focusing on the other person’s preference. It maintains a level of professional courtesy and is mildly formal which makes it a great synonym for the original phrase. This option is especially suited for emails and messages where you want to show respect for the recipient’s schedule without being too intrusive.

This alternative is ideal for communicating with colleagues, clients, or any professional contacts. It’s polite and adaptable to both emails and other professional messaging platforms.

Example:

Dear Mike,

I’d like to touch base regarding the new project plan. What time suits you best for a quick discussion?

Regards,
Sophie

2. Could you let me know your availability?

This request is a tad more formal and directly solicits the receiver’s available times, making it a professional and polite synonym for “When is a good time”. It is very versatile and can be used in various professional contexts, from scheduling meetings to arranging phone calls.

Great for use in emails to higher-ups or new contacts where you want to be respectful and avoid assuming their schedule. It’s also effective on other professional channels where clarity is key.

Email example:

Hi Clara,

We need to review the latest designs. Could you let me know your availability next week?

Best,
Liam

3. When would be convenient for you?

This version is similar to our original phrase but adds a hint of formality, making it appear more thoughtful. It’s an excellent synonym that’s both professional and still polite. This phrase best fits scenarios where there’s a need to be especially respectful of the other person’s time and commitments.

This phrase is better suited for formal emails, especially when addressing senior management or external partners. It’s also suitable for other formal communications.

Here’s an example:

Dear Dr. Allen,

I’m writing to schedule our next session. When would be convenient for you?

Warmest regards,
Terry

4. Are there times that work better for you this week?

This alternative is a bit more informal but remains highly professional and polite. By asking for preferable times within a specific timeframe, it encourages the recipient to consider their schedule thoughtfully. It’s an effective synonym that eases the process of finding a mutual time slot.

Suitable for emails or messages when planning meetings with colleagues or clients within a short notice period. It respects the urgency without pressuring the recipient.

Example:

Hey Jordan,

We should catch up on the project’s progress. Are there times that work better for you this week?

Cheers,
Max

5. What’s a good time for a meeting?

This is a straightforward, informal alternative that gets right to the point while remaining polite and professional. It’s great for when you need a quick response and have a flexible schedule yourself. This phrase is a suitable synonym for simpler and more direct communication.

Best applied in less formal email exchanges with colleagues or team members you have a familiar relationship with. It’s efficient for arranging internal meetings or informal discussions.

Email sample:

Hi Eva,

I’d like to discuss the new client brief with you. What’s a good time for a meeting?

Thanks,
Tom

6. When are you free to discuss?

This alternative is slightly informal and assumes a level of familiarity. It’s direct but still keeps a polite and professional tone. It’s a useful synonym when the context is a casual conversation yet within a professional setting.

It works well in communications with colleagues or clients you’ve previously had interactions with. This phrase is most effective in emails or messaging apps used within companies.

Here’s an example:

Hey Lisa,

Quick question on the report you submitted. When are you free to discuss?

All the best,
Nate

7. Could we find a suitable time for a chat?

This question offers a formal yet polite tone and suggests a desire for a more conversational interaction. It’s a perfect synonym for scenarios where the intent is to make the conversation seem as an invitation rather than a demand. This alternative is especially professional for dialogues that might require a nuanced discussion.

Ideal for emails to mentors, advisors, or colleagues when you seek advice or in-depth discussion on a matter. It’s respectful and assumes a collaborative approach.

Example:

Dear Professor Grant,

Regarding my research project, could we find a suitable time for a chat?

Kind regards,
Olivia

8. Is there a preferred time for you to meet?

This alternative leans towards a more formal and polite inquiry, specifically targeting the recipient’s preferences. It signals respect for the recipient’s time and schedule. As a synonym, it’s meticulously professional and is best used when the speaker wishes to convey utmost respect and flexibility.

This phrase is particularly useful for scheduling meetings with higher-ups or external clients through emails or formal messaging channels, where politeness is paramount.

Email example:

Dear Mr. Dawson,

To discuss the upcoming project milestones, is there a preferred time for you to meet?

Sincerely,
Georgia

9. Can you suggest a convenient time?

This request is professional and leans towards being formal, yet maintains a friendly tone. It’s an excellent synonym as it gently nudges the recipient into providing a time that works best for them. This alternative is particularly effective in professional settings where you wish to ensure the meeting is convenient for all parties.

Perfect for emailing clients or colleagues when you’re looking to establish a meeting time that suits them. It’s respectful and suitable for both internal and external communication.

Example:

Hello Rebecca,

We need to go over the team feedback. Can you suggest a convenient time?

Best wishes,
Eric

10. When do you have an open slot?

This phrase is straightforward and informal, with a focus on finding a specific time in the recipient’s schedule. While it’s direct, it remains polite and professional, making it a useful synonym for less formal or rushed communications.

It’s most effective for email exchanges with colleagues or team members where the atmosphere is casual but still professional. It works well for quickly setting up meetings or calls.

Email sample:

Hey Zoe,

There’s a brief thing I need to discuss with you. When do you have an open slot?

Cheers,
Jack

Final Thoughts

Choosing the right phrase to ask about someone’s availability can make a big difference in professional communication. The ten alternatives provided offer a range of options that are both polite and effective. They allow for flexibility and consideration of the recipient’s schedule. With these options, you can ensure your emails and messages are well-received and respectful.