Sample Email to Confirm Availability: Templates and Tips

Are you tired of waiting around for someone to confirm their availability for a meeting or event? It can be frustrating to have to follow up multiple times just to get a simple answer. Well, don’t worry, because we’ve got you covered. We’ve put together a sample email to confirm availability that will save you time and hassle.

Our sample email is straightforward and professional, but don’t hesitate to add your personal touch to it. You can find examples and edit them as needed to fit your specific situation. Whether you’re trying to schedule a business meeting or plan a get-together with friends, our sample email will help you get the answers you need.

So, instead of stressing over how to word your email or getting lost in a long and confusing thread, try out our sample email to confirm availability. You’ll be surprised at how easy and effective it can be. So what are you waiting for? Give it a try and enjoy your newfound free time.

The Best Structure for a Sample Email to Confirm Availability

If you’re trying to schedule a meeting or appointment with someone, it’s always a good idea to confirm their availability beforehand. Not only does this save time on both ends, but it also ensures that you’re not wasting anyone’s time by suggesting dates that don’t work for them.

But how do you structure your email to ensure that you get the information you need without being too pushy or demanding? Here’s a breakdown of the best structure for a sample email to confirm availability:

1. Start with a polite greeting: Begin your email with a friendly salutation such as “Hello” or “Hi” to set a positive tone right off the bat.

2. State the purpose of your email: Be clear and concise about why you’re reaching out. Let the recipient know that you’d like to schedule a meeting or appointment and that you need to confirm their availability.

3. Offer some potential dates and times: Rather than asking the recipient to come up with their own availability, show that you respect their time by offering several specific dates and times that work for you. Include as much detail as possible, such as the duration and location of the meeting.

4. Provide an easy way for them to respond: Make it simple for the recipient to confirm their availability by offering a few different options for how they can respond. This could include replying directly to your email, clicking a link to RSVP on a calendar app, or calling your office.

5. End with a polite sign-off: Close your email by thanking the recipient for their time and consideration, and express your enthusiasm for the meeting or appointment. This helps to establish a positive rapport and leaves a good impression.

Remember, the key to any successful email communication is to be polite, concise, and respectful of the other person’s time and needs. By following the above structure for a sample email to confirm availability, you can increase your chances of getting a positive response and setting up a successful meeting or appointment.

Email Samples to Confirm Availability

Wedding Availability Confirmation


We are excited about the prospect of hosting our wedding at your venue. We kindly request that you let us know if you will be available on the 8th of August. We are expecting about 150 guests and would appreciate it if you could confirm your availability soon. We look forward to hearing from you.

Best regards,

John and Jane

Business Meeting Availability Confirmation

Dear Sir/Madam,

Our company is interested in partnering with yours and we would love to schedule a meeting to discuss the details. Could you please let us know what dates you are available so that we can set a suitable time? Our preferred dates are in the next two weeks. We look forward to hearing from you.

Kind regards,

The Sales Team

Event Speaker Availability Confirmation

Dear Speaker,

We are hosting a conference on the 15th of July and would like to know if you would be available to speak at the event. This is a great opportunity to share your expertise with our attendees, and we would be honored if you could make it. Please let us know your availability, and we will proceed accordingly.

Thank you in advance,

The Conference Team

Interview Availability Confirmation


We are pleased to inform you that we would like to invite you for an interview for the position you applied for. Could you please let us know which dates and times would be suitable for you? We are available for interviews on weekdays from 9 am to 5 pm. We look forward to hearing from you.

Best regards,

The HR Team

Photoshoot Availability Confirmation

Dear Photographer,

We would like to schedule a photoshoot session for our family to create some lasting memories. We were hoping you could let us know what dates you are available in the next two weeks so that we can plan ahead. We look forward to hearing from you soon.


The Johnson Family

Training Session Availability Confirmation


We are interested in attending one of your training sessions and would appreciate it if you could let us know which dates you have available in the coming weeks. We are very excited to attend and look forward to the opportunity to learn from you.


The Team at ABC Inc.

Service Appointment Availability Confirmation

Dear Customer Service,

We would like to schedule an appointment for the servicing of our laptop in the next week. Would you be able to provide us with available dates and times, and we will choose a convenient slot? We appreciate your help, and we look forward to getting our laptop back up and running as soon as possible.

Thank you,

The Smith Family

Maximizing Your Chances of Securing a Meeting: Tips for Confirming Availability via Email

If you’re hoping to secure a meeting or appointment, it’s essential to communicate effectively and professionally via email. Crafting the perfect message can help ensure that your recipient responds promptly and agrees to your request. Here are some tips for composing an effective email to confirm availability:

  • Be direct and courteous: Start your email by greeting the recipient politely and expressing appreciation for their time. Clearly state your purpose and make your request in a direct, concise manner. Avoid overly formal or flowery language, but don’t be too informal either.
  • Suggest multiple times and dates: Don’t limit yourself to a single day or time. Instead, provide a few options to make it easier for the recipient to find a suitable meeting time. Make sure to include time zones if the recipient is in a different location to you.
  • Mention the reason for the meeting: Provide some context for the meeting, so the recipient understands the purpose and what they can expect to discuss. A concise explanation of why you’d like to meet can help pique their interest and prompt a response.
  • Be flexible: If the recipient is unable to meet at any of the suggested times, be open to rescheduling. Suggest alternative dates and times, or ask them to let you know when they are next available. Being flexible can demonstrate your willingness to work with them.
  • Provide your contact information: Make it easy for the recipient to reach you. Include your preferred method of communication (phone or email) and your contact details. This will help streamline the scheduling process and ensure that you can be easily reached if anything changes.
  • Proofread your email: Take the time to reread your message and check for spelling and grammatical errors. A polished, error-free email will make a positive impression and demonstrate your professionalism to the recipient.

Overall, an effective email to confirm availability should be direct, courteous, and informative. By providing multiple options and being flexible, you will increase your chances of securing a meeting or appointment. Be sure to proofread your message carefully, and you’ll be well on your way to securing a successful meeting!

Frequently Asked Questions for Sample Email to Confirm Availability

What is a sample email to confirm availability?

A sample email to confirm availability is a pre-written email template that enables you to ask someone if they are available for a specific purpose.

How should I begin the email?

You should start the email with a polite salutation such as “Hello” or “Dear.”

What should I include in the body of the email?

In the body of the email, you should state the purpose of your email, specify the date and time you are looking for, and ask if the person is available.

When should I send the email?

You should send the email well in advance of the date you are looking for. Ideally, you should send the email at least a week in advance.

What if the person is not available?

If the person is not available, you can ask for alternative dates and times that may work for them.

Should I follow up if I don’t receive a response?

Yes, you should follow up with a polite reminder email if you don’t receive a response within a few days.

How should I end the email?

You should end the email with a polite sign-off such as “Thank you” or “Best regards.”

Can I personalize the email?

Yes, you can personalize the email by adding the person’s name and any other relevant information such as their job title or organization.

Can I modify the email template?

Yes, you can modify the email template to suit your specific needs and personal style.

Happy confirming!

Well there you have it, a simple and effective sample email to confirm availability. We hope this guide helps you in your upcoming interactions. Thanks for reading and be sure to visit us again soon for more practical tips to help you out in your daily life!