What do you do when you need to push a meeting back or reschedule altogether? You need to let that person or group know, right? Crafting the perfect email to reschedule an appointment can trip up a lot of us, but it's super important whether we're talking work or our personal lives.
From choosing the ideal subject line that grabs attention to explaining your situation without overdoing it - this guide has got you covered.
In the whirlwind pace of our lives today, being able to adapt is everything. But so is communication. Whether you're dealing with unforeseen circumstances or juggling priorities, knowing how to articulate a change of plans via email can make all the difference.
The Importance of Communication When You Need To Reschedule an Appointment
No one wants to be that person who has to reschedule meetings and appointments at the last minute. However, sometimes unforeseen circumstances arise that make rescheduling unavoidable (in other words, sh*t happens). When that happens, clear and timely communication is essential for avoiding confusion, frustration, and burning professional bridges.
Don't feel bad if you need to reschedule something: 50% of appointments are rescheduled at least once.
The first key is letting people know as soon as possible that you need to change the scheduled date and time. As the saying goes, "lack of planning on your part does not constitute an emergency on mine." Waiting until just before the appointment to cancel shows a lack of consideration for others' time. Give ample notice, even if you don't have a new proposed time yet. 30% of emails are opened within the first hour of receipt, so it's better to send this message as soon as possible.
Be transparent about the reason for rescheduling, without going into excessive detail. Saying you have an unavoidable conflict, important meeting, or family obligation is sufficient. There's no need to make up elaborate excuses - your contacts will appreciate the honesty.
Propose some alternative times when you initiate the reschedule request. Having a couple of open windows on your calendar shows you've put thought into making the logistics easy on the other party. But also be flexible if the times you suggest don't work for them.
Most importantly, apologize for the inconvenience caused by the change. A simple "I'm sorry for the short notice," or "Thank you for your understanding," goes a long way in maintaining goodwill. People understand that things come up, as long as you reschedule with professionalism and courtesy.
A last consideration - if the appointment is with someone at a higher level than you, it's advisable to first check their availability before locking in a new time. You want to reschedule on their terms out of respect for their calendar demands.
How To Write An Email Rescheduling an Appointment
Have you ever found yourself in a situation where you need to reschedule a meeting? It happens to the best of us. But how do you craft the perfect meeting reschedule email that gets the job done without ruffling any feathers?
Let's break it down, shall we?
Choose the Right Subject Line
First things first: the subject line. Here's your golden opportunity to catch their eye and fill them in on the exciting news. Be clear and concise. Something like "Rescheduling Our Meeting - [Original Date]" should do the trick.
Now, let's talk about the body of your email. Start by acknowledging the original meeting date and time. Then, explain the reason for the reschedule. Keep it brief but informative. 90% of clients prefer a clear reason for rescheduling, so it is worth mentioning.
Explaining Unforeseen Circumstances and Scheduling Conflicts
If you're dealing with unforeseen circumstances or a scheduling conflict, be honest about it. Your recipient will appreciate the transparency. Here's an example:
"Due to an unexpected project deadline, I need to reschedule our meeting set for [original date and time]. I apologize for any inconvenience this may cause."
See? Short, sweet, and to the point. Now, it's time to propose some alternative dates. Offer a few options to show that you're flexible and willing to work around their schedule.
It's good to keep a template on hand to reschedule things quickly: in fact, 60% of professionals use email templates for rescheduling.
How to Politely Request a Meeting Rescheduling
Alright, so you've crafted the perfect subject line and explained the reason for the reschedule. Now, it's time to make the actual request. And you want to do it politely, right?
Using Professional Etiquette in Your Email
First and foremost, use a professional tone throughout your email. This means avoiding slang, emojis, or anything too casual. Keep it business-like, even if you have a friendly relationship with the recipient.
Also, make sure to use the appropriate salutation and closing. "Dear [Name]" or "Hello [Name]" are always safe bets. And for the closing, stick with something like "Best regards" or "Sincerely."
Try to avoid sending the cancellation e-mail at the last moment. 80% of clients appreciate a 24-hour notice for rescheduling. If you have a real unexpected emergency, send the message as soon as you know there's an issue. If you can spot a problem in advance, however, give additional notice to your recipient.
Even better: try to avoid scheduling meetings that won't work for you at the outset.
Respond to invitations promptly by clicking “accept,” “decline” or “tentative.” This is a simple step that only takes seconds! If you already know there’s a 99% chance you won’t be able to make the meeting, hit “decline.” Too often, decide to respond later and just let the invitation sit in their inbox for a few days. But when has procrastination ever led to a positive outcome?
If you’re unsure and genuinely think there’s a possibility you’ll be overwhelmed that day or week, hit “tentative.” You can even ask for more time to think things over. Maybe the meeting topic isn’t a priority for you right now or you’re unsure how central it is to your role.
-Gary Burnison, CEO of Korn Ferry
Acknowledging the Inconvenience Caused by Rescheduling
Now, here's the important part: acknowledging the inconvenience caused by the reschedule. Even if it's not your fault, it's important to show that you understand the impact it may have on the other person's schedule.
Try something like this:
"I understand that rescheduling our meeting may cause some inconvenience, and I sincerely apologize for that. Please let me know if any of the proposed dates and times work for you, or if you have any other preferences."
See how that works? You're acknowledging the inconvenience, apologizing for it, and offering a solution all at once. Nicely done.
Effective Strategies for Minimizing Negative Consequences of Rescheduling
Okay, so you've sent the email and the meeting has been rescheduled. But your work isn't done yet. So, let's focus on keeping any fallout from our plan switch-up to an absolute minimum.
Offering Alternative Dates and Times
One of the best ways to do this is by offering alternative dates and times for the rescheduled meeting. This shows that you're willing to be flexible and accommodate the other person's schedule.
When proposing new dates, try to give a range of options. For example:
"I'm available to meet any time next week, Monday through Friday, between 9am and 4pm. Please let me know what works best for you."
By giving a range of dates and times, you're more likely to find a slot that works for everyone involved.
Express your disappointment over having to break plans and, most importantly, offer an alternative day or two. This shows the person that you do want to get together and respect them enough to put in the effort for a reschedule.
-Jennifer Porter, Etiquette Expert
Ensuring Clear Communication with All Meeting Attendees
Another important strategy is to ensure clear communication with all meeting attendees. This means looping in everyone who was invited to the original meeting and making sure they're aware of the change in plans.
Send a follow-up email to the group with the new meeting details, and ask everyone to confirm their availability. This helps avoid any confusion or miscommunication down the line.
Email Rescheduling an Appointment Templates
Note: To make this task less frustrating for you, try using the free Magical Chrome extension. Magical can store these templates or any of your favorite templates so you can call them up with one click. You can use Magical with any email platform or messaging app. It even instantly personalizes your email with details like your recipient's name. Like this:
Template 1: Formal/Professional Tone
Subject: Rescheduling Our Meeting
Dear Dr. Matthews,
I regret that I need to reschedule our meeting scheduled for 3pm today due to an unavoidable conflict that has arisen with another commitment. I understand this may cause an inconvenience, and I sincerely apologize.
Would you have any availability either in the late morning on Wednesday, May 15th or in the afternoon on Thursday, May 16th? I am happy to work around your schedule to find a better time to meet.
Thank you in advance for your understanding. I look forward to connecting with you soon.
Best regards,
Jacob Thompson
Dear Dr. Matthews,
I regret that I need to reschedule our meeting scheduled for 3pm today due to an unavoidable conflict that has arisen with another commitment. I understand this may cause an inconvenience, and I sincerely apologize.
Would you have any availability either in the late morning on Wednesday, May 15th or in the afternoon on Thursday, May 16th? I am happy to work around your schedule to find a better time to meet.
Thank you in advance for your understanding. I look forward to connecting with you soon.
Best regards,
Jacob Thompson
Template 2: Friendly/Casual Tone
Subject: Need to Reschedule
Hey Lisa!
I'm so sorry, but I need to move our coffee meetup tomorrow morning to another day. I completely spaced about an obligatory staff training I have from 9-12 tomorrow. My calendar is a mess lately!
Are you free at all later this week or next week? Maybe we could do a wine night on Thursday or Friday instead? Let me know what works best for you.
Thanks for understanding!
Sarah
Hey Lisa!
I'm so sorry, but I need to move our coffee meetup tomorrow morning to another day. I completely spaced about an obligatory staff training I have from 9-12 tomorrow. My calendar is a mess lately!
Are you free at all later this week or next week? Maybe we could do a wine night on Thursday or Friday instead? Let me know what works best for you.
Thanks for understanding!
Sarah
Template 3: Urgent Tone
Subject: ASAP: Need to Reschedule Mtg
Urgent Team,
I regret to inform you that I must reschedule the critical meeting initially planned for 2 PM today. My daughter was sent home from school with a high fever, and I need to be with her until we can get her seen by a doctor.
Please respond with your availability for the remainder of this week and next week. I will identify an alternate date/time as soon as possible and send a revised meeting notification.
The agenda we initially planned to cover is still valid and our priorities have not changed. This issue is simply an unforeseen personal matter that requires my immediate attention.
I will be back online by 9 AM tomorrow ready to realign our schedules.
Thank you in advance for your patience and understanding.
Michael
Urgent Team,
I regret to inform you that I must reschedule the critical meeting initially planned for 2 PM today. My daughter was sent home from school with a high fever, and I need to be with her until we can get her seen by a doctor.
Please respond with your availability for the remainder of this week and next week. I will identify an alternate date/time as soon as possible and send a revised meeting notification.
The agenda we initially planned to cover is still valid and our priorities have not changed. This issue is simply an unforeseen personal matter that requires my immediate attention.
I will be back online by 9 AM tomorrow ready to realign our schedules.
Thank you in advance for your patience and understanding.
Michael
Template 4: Apologetic Tone
Subject: Rescheduling for Next Week - My Sincere Apologies
Dear Mary,
I want to convey my deepest apologies for missing our breakfast meeting this morning at Cafe Nona. After my initial meeting ran late downtown, I was severely delayed getting caught up in the backup on the highway due to a multi-vehicle accident. Upon realizing there was no way for me to arrive at our appointment on time, I decided to head directly to the office. However, by that point, my phone battery had already died so I had no way to communicate and let you know ahead of time.
I feel awful about the inconvenience and disappointment this must have caused you after making time in your morning schedule for us to meet. Please accept my sincerest apologies. I would be incredibly grateful if we could reschedule our breakfast meeting for sometime early next week instead.
I have first-thing availability next Tuesday or Thursday mornings before other obligations arise. If either of those options could work for you, I would greatly appreciate a second chance to get together.
Thank you in advance,
Brad Cooper
Dear Mary,
I want to convey my deepest apologies for missing our breakfast meeting this morning at Cafe Nona. After my initial meeting ran late downtown, I was severely delayed getting caught up in the backup on the highway due to a multi-vehicle accident. Upon realizing there was no way for me to arrive at our appointment on time, I decided to head directly to the office. However, by that point, my phone battery had already died so I had no way to communicate and let you know ahead of time.
I feel awful about the inconvenience and disappointment this must have caused you after making time in your morning schedule for us to meet. Please accept my sincerest apologies. I would be incredibly grateful if we could reschedule our breakfast meeting for sometime early next week instead.
I have first-thing availability next Tuesday or Thursday mornings before other obligations arise. If either of those options could work for you, I would greatly appreciate a second chance to get together.
Thank you in advance,
Brad Cooper
Template 5: Remorseful Tone
Subject: Need to Move Our Family Dinner
Mom and Dad,
I am absolutely sick about this, but I am afraid we need to reschedule our family dinner planned for Saturday evening. A major issue came up at work today that will require me to fly to Chicago for an emergency meeting with the client until late Saturday night.
I feel just awful about this timing, given that it was my idea for all of us to get together this weekend with the cousins coming into town. Please accept my deepest regret and apologies. I should have verified there were no work conflicts before putting this family event on the calendar.
I know it may be challenging to regroup, but would it be possible to aim for a family dinner the following weekend instead? Maybe Sunday evening on 4/28 could work? Please let me know if that adjustment allows everyone else to keep their schedules clear.
I will make it up to all of you. Again, I cannot express how sorry I am about this incredibly unfortunate situation.
Love,
Michael
Mom and Dad,
I am absolutely sick about this, but I am afraid we need to reschedule our family dinner planned for Saturday evening. A major issue came up at work today that will require me to fly to Chicago for an emergency meeting with the client until late Saturday night.
I feel just awful about this timing, given that it was my idea for all of us to get together this weekend with the cousins coming into town. Please accept my deepest regret and apologies. I should have verified there were no work conflicts before putting this family event on the calendar.
I know it may be challenging to regroup, but would it be possible to aim for a family dinner the following weekend instead? Maybe Sunday evening on 4/28 could work? Please let me know if that adjustment allows everyone else to keep their schedules clear.
I will make it up to all of you. Again, I cannot express how sorry I am about this incredibly unfortunate situation.
Love,
Michael
Template 6: Gracious & Appreciative Tone
Subject: Moving up Camp Prep Meeting
Good Morning,
I wanted to reach out to see if you all have any ability to meet about the Camp Northwood preparations earlier than our scheduled meeting this Friday at 1 PM?
I've been contacted to attend an unavoidable all-day conference on Saturday related to licensing and certifications required for camp staff. Though it wasn't on my calendar initially, it's a necessary event that I unfortunately cannot miss nor reschedule.
With that said, I want to be sure we are all fully aligned on agendas, roles, and deliverables PRIOR to that conference commitment this weekend. If at all possible, could we please aim to move up our prep meeting to sometime either Wednesday morning or Thursday late afternoon?
Please let me know if you have any availability during those re-proposed windows. I completely understand if adjusting our schedules on short notice presents any difficulties for anyone. Just want to do my best to ensure all camp prep materials are thoroughly discussed before I'm temporarily pulled away for the conference.
I appreciate your understanding and flexibility more than you know!
Warm regards,
Emily
Good Morning,
I wanted to reach out to see if you all have any ability to meet about the Camp Northwood preparations earlier than our scheduled meeting this Friday at 1 PM?
I've been contacted to attend an unavoidable all-day conference on Saturday related to licensing and certifications required for camp staff. Though it wasn't on my calendar initially, it's a necessary event that I unfortunately cannot miss nor reschedule.
With that said, I want to be sure we are all fully aligned on agendas, roles, and deliverables PRIOR to that conference commitment this weekend. If at all possible, could we please aim to move up our prep meeting to sometime either Wednesday morning or Thursday late afternoon?
Please let me know if you have any availability during those re-proposed windows. I completely understand if adjusting our schedules on short notice presents any difficulties for anyone. Just want to do my best to ensure all camp prep materials are thoroughly discussed before I'm temporarily pulled away for the conference.
I appreciate your understanding and flexibility more than you know!
Warm regards,
Emily
Template 7: Disappointed Tone
Subject: We need to reschedule...again
Donna,
I'm ashamed to admit that I need to ask you to reschedule our long-awaited catch up dinner...yet again. I had been so looking forward to finally reconnecting this Thursday after work. Unfortunately, my assistant just stopped by to let me know of another mandatory meeting that has been scheduled during the exact window of time I had blocked off for our plans. I don't have open availability again until the very end of the month.
As someone who truly does value our friendship, I can only say how embarrassed and disappointed I am for allowing our plans to be disrupted like this repeatedly. My failure to protect that dedicated friend-time on my calendar is completely inexcusable. You have every right to feel frustrated with me after I had to postpone our last two scheduled hangouts.
At this point, I am wondering if you'd be open to the two of us connecting over Memorial Day weekend instead? Perhaps a more locked-in and lengthier amount of quality time over the holiday could help make up for my repeated cancellations over these last few months. I celebrate and respect your patience and understanding - just know that I will make it an utmost priority to ensure the next time we set a date, it is 100% set in stone.
What are your thoughts? Would the 25th or 26th work better for you?
I appreciate you, Donna. Truly.
My humblest apologies,
Sara
Donna,
I'm ashamed to admit that I need to ask you to reschedule our long-awaited catch up dinner...yet again. I had been so looking forward to finally reconnecting this Thursday after work. Unfortunately, my assistant just stopped by to let me know of another mandatory meeting that has been scheduled during the exact window of time I had blocked off for our plans. I don't have open availability again until the very end of the month.
As someone who truly does value our friendship, I can only say how embarrassed and disappointed I am for allowing our plans to be disrupted like this repeatedly. My failure to protect that dedicated friend-time on my calendar is completely inexcusable. You have every right to feel frustrated with me after I had to postpone our last two scheduled hangouts.
At this point, I am wondering if you'd be open to the two of us connecting over Memorial Day weekend instead? Perhaps a more locked-in and lengthier amount of quality time over the holiday could help make up for my repeated cancellations over these last few months. I celebrate and respect your patience and understanding - just know that I will make it an utmost priority to ensure the next time we set a date, it is 100% set in stone.
What are your thoughts? Would the 25th or 26th work better for you?
I appreciate you, Donna. Truly.
My humblest apologies,
Sara
Tips for Avoiding Frequent Meeting Postponements
While rescheduling a meeting every once in a while is understandable, frequent postponements can be frustrating for everyone involved. So, how can you avoid them?
Use Online Calendars for Better Time Management
One helpful tool is an online calendar. By keeping your schedule up-to-date and sharing it with your team, you can avoid double-booking yourself or scheduling meetings during times when you're unavailable.
And don't forget, a lot of online calendars come packed with cool features like automatic reminders and scheduling helpers to make sure you stay on top of your game.
Set Clear Priorities to Reduce Last-Minute Changes
Another way to avoid frequent postponements is by setting clear priorities. Before scheduling a meeting, ask yourself: Is this meeting necessary? Can the information be shared via email instead?
By prioritizing your meetings and only scheduling the ones that are truly essential, you can reduce the likelihood of last-minute changes.
And if you do need to reschedule, try to give as much notice as possible. Last-minute changes are sometimes unavoidable, but they should be the exception, not the rule.
Handling Technical Issues and Personal Emergencies Professionally
Let's face it - life happens. And sometimes, it happens right before a big meeting. Whether it's a last-minute technical glitch or a personal emergency that needs your immediate attention, these situations can be stressful and throw a wrench in your carefully planned schedule.
But here's the thing: how you handle these curveballs says a lot about your professionalism. At the heart of it, staying calm and mastering the art of conversation are your best tools.
Communicating Technical Difficulties Effectively
Picture this: you're all set for your virtual meeting, but suddenly your internet connection decides to take a vacation. Or maybe your camera refuses to cooperate. Whatever the technical issue may be, the key is to let your meeting participants know ASAP.
Send out a quick message explaining the situation and assuring them that you're working on resolving it. If possible, provide an estimated time frame for when you expect to be back up and running. And if the issue persists, don't be afraid to suggest rescheduling the meeting altogether.
Addressing Personal Emergencies with Professionalism
Life doesn't always go according to plan. A family emergency, a sudden illness, or any other unforeseen circumstance can pop up at the most inconvenient times. When this happens, it's crucial to communicate with your team and meeting participants promptly.
Be honest about your situation without oversharing personal details. A simple "I apologize for the short notice, but I have an urgent personal matter to attend to" can suffice. Offer to reschedule the meeting at everyone's earliest convenience and express your appreciation for their understanding.
Remember, it's not about making excuses - it's about being transparent and finding a solution that works for everyone involved. By handling technical issues and personal emergencies with grace and professionalism, you show that you value your colleagues' time and are committed to maintaining effective communication, no matter what life throws your way.
Best Practices for Sending a Meeting Reschedule Email
So, you've crafted the perfect reschedule email using your handy template. Now what? Before you hit that "send" button, let's go over some best practices to ensure your email hits the mark.
Timeliness is SUPER important
First and foremost, timing is everything. As soon as you know you need to reschedule, let your meeting participants know. The more notice you can give, the better.
Put yourself in their shoes - wouldn't you appreciate a heads up sooner rather than later? This gives everyone a chance to adjust their schedules accordingly and avoids any last-minute scrambling.
If you're rescheduling on short notice (hey, it happens), acknowledge the inconvenience and express your appreciation for their flexibility. A little bit of empathy goes a long way.
Another pro tip? Use a clear, descriptive subject line. Something like "Rescheduling Our Marketing Strategy Meeting" or "Need to Reschedule - Product Launch Discussion" lets recipients know right away what the email is about and that it requires their attention.
By being prompt, considerate, and clear in your communication, you show respect for everyone's time and help keep projects moving forward smoothly. And that, my friends, is the hallmark of a true professional.
Make An Awkward Situation Less Awkward With Magical
So there we have it – turning what could be seen as a setback into something manageable isn't just about hitting 'send' on any old message; It’s about crafting your words carefully when emailing someone for rescheduling appointments, ensuring clarity while showing respect for their time.
Be sure to use the free Magical Chrome extension to make tasks like this a breeze. Magical is used by over 40,000 teams across more than 20,000 companies to save 7 hours a week on average. Try it yourself!
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