Email signature with booking link templates
A booking link in your signature ends the "what time works for you?" back-and-forth, but only if people click it. The wording matters. A bare URL gets ignored; a short line saying what the call is for and how long it takes gets used. This template does that, and keeps your name and title above it so the link doesn't look like the only reason you wrote.
;sig-booking;sig-booking in any app.Variations
The same message for a different channel or tone. Copy the one that fits.
For managers and team leads who hold open office hours.
For people who book across time zones and want to avoid confusion.
When to use it
- Roles where most email ends in a meeting: sales, consulting, recruiting, account management.
- Managers who offer open office hours.
- Anyone working across time zones.
What to avoid
- Don't send a booking link to someone senior who asked you to suggest times.
- Avoid linking a calendar with no availability in the next week.
- Don't use a long tracking URL. Most booking tools give you a short one.
The fields in this template
Retext fills these in when the snippet expands. In plain text they become [brackets] to replace by hand.
- Full name
{fill:Full name} - Your name.
- Job title
{fill:Job title} - Your title.
- Company
{fill:Company} - Your company.
- Meeting length
{fill:Meeting length} - E.g. "20 minutes" or "half an hour".
- Booking link
{fill:Booking link} - Your Calendly, Cal.com, HubSpot or Google Calendar booking page.
- Office hours
{fill:Office hours} - E.g. "Thursdays 2–4pm".
- Time zone
{fill:Time zone} - Your city or time zone, e.g. "London (GMT)".
Tips
- •"Grab 20 minutes on my calendar" gets more clicks than "Schedule a meeting".
- •If you're out of office, swap this signature for one without the link so people don't book while you're away.
- •Nest it: put the booking line in its own snippet and include it in other signatures with {snippet:sig-booking}.
Works in Gmail, Outlook, Mail and every other app
Retext types the snippet wherever your cursor is. To use a different version in one app, give it the same trigger and limit it to that app with per-app snippets. They go by app, not website, so every tab in your browser counts as one app.
Each person keeps their own ;sig-booking with their calendar link typed in, and the team shares the company lines through a team snippet such as ;sig-company that an admin creates, so every signature sends people to the right calendar.
See Retext for TeamsQuestions
How do I add a Calendly link to my email signature?
Copy your Calendly link, paste it into a line like "Book a time: [link]" in your signature, and keep it near your name. Or add this template to Retext and type your link over the field once.
Is a booking link in a signature rude?
Not generally, but read the room. For senior people or anyone who asked you to suggest times, offer two options in the email instead.
What wording gets people to use a booking link?
Say what the call is and how long it takes: "Grab 20 minutes on my calendar". A bare URL is easy to skip.
Related templates
Sales email signature
;sig-salesEmail signatures
[Full name] [Job title], [Company] Direct: [Direct phone] Book a time: [Booking link]
Consultant email signature
;sig-consultEmail signatures
[Full name] [Firm name] [Specialty] Book a call: [Booking link] [Phone]
Meeting request
;em-meet-askEmail & out of office
Hi [Name], Could we find [Length] to talk about [Purpose]? By the end I'd like us to [Outcome]. Would [Option one] or [O…
Type ;sig-booking, get the whole reply
Retext expands your snippets in every Mac app and fills in names, dates and order numbers for you.
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