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An availability email is a request sent to inquire about a candidate’s schedule to arrange a meeting or interview. The purpose of an availability email is to optimize scheduling by finding a suitable time for both parties. It provides flexibility by allowing the recipient to choose the time that works best for them. An availability email template can be customized to fit specific requirements and provide additional details, such as the preferred method of contact, online meeting platform, or time zone for international scheduling.
Structuring an Excellent Availability Email
Crafting a compelling availability email is crucial for effective communication in the job search process. Here’s a comprehensive guide to help you structure an email that stands out:
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Subject Line
* Use concise language to convey the purpose: “Availability for Interviews”
* Example: “Available for Interviews from November 14th to 21st”
Greeting
* Keep it professional and courteous: “Dear [Hiring Manager’s Name],”
* If the hiring manager’s name is unknown, use: “Dear Hiring Team,”
Body
- State your availability: Clearly indicate the specific dates and times you are available for interviews.
- Be flexible: Express willingness to adjust your schedule within reason if needed.
- Provide multiple options: Offer several time slots to accommodate the hiring manager’s availability.
Example of Body Paragraph
I am available for interviews from November 14th to 21st, Monday through Friday, between 9:00 AM and 5:00 PM. However, I am flexible with my schedule and can adjust my availability if necessary to accommodate your availability.
| Date | Time | Day |
|---|---|---|
| November 14th | 10:00 AM – 12:00 PM | Monday |
| November 15th | 2:00 PM – 4:00 PM | Tuesday |
| November 16th | 9:00 AM – 11:00 AM | Wednesday |
Call to Action
* End with a call to action, inviting the hiring manager to schedule an interview: “I would appreciate the opportunity to discuss my qualifications further. Please let me know if any of the proposed times work for you.”
Closing
* Sign off professionally: “Sincerely,”
* Include your full name and contact information
Availability Email Examples
Change of Availability
Hi [Recipient’s name],
I hope this email finds you well.
I’m writing to inform you of a change in my availability. Starting [start date], my availability will be as follows:
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
I apologize for any inconvenience this may cause. Please let me know if you have any questions or concerns.
Best regards,
[Your name]
Extended Availability
Hi [Recipient’s name],
I hope this email finds you well.
I’m writing to express my interest in extending my availability to accommodate upcoming project deadlines.
I’m available to work the following additional hours:
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
Please let me know if you would like me to extend my availability. I am committed to completing all assigned tasks on time and to the best of my ability.
Thank you for your consideration.
Best regards,
[Your name]
Reduced Availability
Hi [Recipient’s name],
I hope this email finds you well.
I regret to inform you that due to [reason for reduced availability], I will have reduced availability starting [start date].
My availability will be as follows:
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
I understand that this may cause some inconvenience, and I apologize in advance.
I am working to resolve this issue as soon as possible and will keep you updated on my progress.
Thank you for your understanding.
Best regards,
[Your name]
Temporary Unavailability
Hi [Recipient’s name],
I hope this email finds you well.
I’m writing to inform you that I will be temporarily unavailable from [start date] to [end date].
During this time, I will not have access to email or phone. I will check my messages upon my return and respond as soon as possible.
In case of an emergency, please contact [emergency contact name] at [emergency contact number].
I apologize for any inconvenience this may cause. Thank you for your understanding.
Best regards,
[Your name]
Request for Flexible Schedule
Hi [Recipient’s name],
I hope this email finds you well.
I’m writing to request a flexible work schedule that would allow me to better balance my work and personal life.
I propose the following schedule:
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
This schedule would allow me to meet my work responsibilities while also attending to my family and personal commitments.
I am confident that I can maintain my productivity and performance while working on a flexible schedule.
Thank you for your consideration. I look forward to discussing this further with you.
Best regards,
[Your name]
Notice of Availability for Specific Period
Hi [Recipient’s name],
I hope this email finds you well.
I’m writing to inform you that I will be available for work on a temporary basis from [start date] to [end date].
During this period, my availability will be as follows:
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
I am eager to contribute my skills and experience to your team during this time.
Please let me know if you have any immediate projects or assignments that I could assist with.
Thank you for your time and consideration.
Best regards,
[Your name]
Update on Availability
Hi [Recipient’s name],
I hope this email finds you well.
I’m writing to provide an update on my availability.
My previous availability has changed slightly, and I am now available at the following times:
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
- [Day of the week]: [Start time] – [End time]
I apologize for any inconvenience this may cause. Please let me know if you have any questions or concerns.
Thank you for your understanding.
Best regards,
[Your name]
What is an Availability Email?
An availability email is a message sent to inquire about someone’s availability for a meeting, appointment, or other event.
It is typically used when you need to schedule a time to meet with someone, but you are not sure when they are available.
An availability email asks for information about the person’s availability at specific times or over a specific period of time and can also offer a list of times that work for you.
What are some of the key elements of an availability email?
A clear and concise subject line that indicates what the email is about.
A brief introduction that explains why you are sending the email.
A polite request for the recipient’s availability.
A list of specific times or a period of time that you are available to meet.
A request for the recipient to respond with their availability.
A closing that thanks the recipient for their time and consideration.
What are some tips for writing an effective availability email?
Use a clear and concise subject line.
Be brief and to the point in your introduction.
Be polite and respectful in your request for the recipient’s availability.
List specific times or a period of time that you are available to meet.
Request the recipient to respond with their availability.
Close the email with a thank you for the recipient’s time and consideration.
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