There’s always a chance that something will come up and get in the way of a scheduled meeting. When that happens, it’s essential to craft an appropriate request to reschedule a meeting via email.
Different scenarios might call for vastly different types of tone or language. Of course, it’s up to you to decide how professional or casual to be, but here are some general rules you can follow that will leave a good impression each time.
Check out our Common Work Emails and Gmail pages for more templates you can use today!
How to Request to Reschedule a Meeting?
Be descriptive in the email subject line - Make sure you state the purpose of your email in the subject line, or it may go unnoticed until it’s too late. It should be brief but provide the relevant details
Give as much advance notice as possible - No one likes to change their schedule at the last minute. Respect the other person’s time by giving at least a 24-hour notice or more. If you are running late, it’s still important to send them a message letting them know you haven’t forgotten about the meeting and are on your way.
Provide specific time and date alternatives - Since you are the one requesting a change, you need to provide specific alternatives for the proposed rescheduled meeting. Offer a few different options so that they can choose the one most convenient for them. If you leave it up to them to suggest an alternative, make sure that your schedule is free enough to accommodate their suggestions.
Offer a substitute form of communication - If it proves too challenging to reschedule at a specific place, consider conducting the meeting over the phone or a video call.
Be sincere in your apology, and express gratitude - Apologize for any inconvenience this has caused the other party and thank them for considering your request. A sincere apology goes a long way to smoothing over any frustration caused by a rescheduled meeting.
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Request to Reschedule Email Sample
Request to reschedule email 1
Dear {formtext: name=Alex; cols=9},
Regarding our meeting tomorrow at {formtext: name=time1; cols=5}, I’m unfortunately no longer available to attend due to {formtext: name=reason; cols=6}. I’m wondering if it’s possible to reschedule our meeting to {formdate: LL; name=date1}. If this doesn’t work with your schedule, would any of these times be suitable - {formdate: LL; name=date2}, {formdate: LL; name=date3} or {formdate: LL; name=date4}?
I sincerely apologize for any inconvenience this has caused and would be grateful to find an alternative date.
Best regards,Warren B. Thornhill
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Postpone Meeting Email Sample
Request to reschedule email 2
Hi {formtext: name=Alexa; cols=9},
Unfortunately, {formtext: name=reason; cols=6} has come up, and I can no longer make it to our meeting on {formdate: LL; name=date1}.
Kindly confirm if you’re available for any of the following alternative times:{formdate: LL; name=date2}, {formdate: LL; name=date3} or {formdate: LL; name=date4}?
Please accept my apologies and write back to me at your earliest convenience.
Sincerely,Warren B. Thornhill
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Request to Reschedule Meeting Email - Conflict In Schedule
Request to reschedule email 3
Dear {formtext: name=Sharon; cols=9},
I’m sorry to inform you that due to a conflict in my schedule, I must request that we reschedule our meeting initially planned for {formdate: LL; name=date1}.
Allow me to suggest {formdate: LL; name=date2} as a suitable alternative. I’ll be available that entire afternoon, so please feel free to let me know what time works best for your schedule.
I apologize for any inconvenience this will cause. Nevertheless, I look forward to meeting you, so please get back to me as soon as possible.
Thank you,Ollie G. Barron
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Request to Reschedule Team Meeting Email
Request to reschedule email 4
Dear {formtext: name=Francis; cols=9},
I’m writing you concerning the scheduled team meeting on {formdate: LL; name=date1}. Unfortunately, due to {formtext: name=reason; cols=6}, the meeting cannot go ahead as originally planned.
Please take a look at the following alternatives and let me know which one suits your schedule.{formtext: name=time1;cols=5}, {formdate: LL; name=date2}{formtext: name=time2;cols=5}, {formdate: LL; name=date3}{formtext: name=time3;cols=5}, {formdate: LL; name=date4}
I appreciate the time that has gone into preparation for this meeting and apologize for any inconvenience this will cause you. Thank you for understanding.
Sincerely,Ollie G. Barron
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Request to Reschedule Meeting to a Different Time
Request to reschedule email 5
Hi {formtext: name=Clark; cols=9},
I’m wondering if it’s possible to reschedule our meeting set for tomorrow at {formtext: name=time1; cols=5}. I must attend to {formtext: name=reason; cols=6} and have no choice but to request that we postpone.
Would you be available instead on {formdate: LL; name=date1}? If not, please let me know what works best for you, and I’ll fit it into my schedule.
I’m very sorry for any trouble this has caused you. I hope we can find a new time that works for both of us. Thanks for understanding.
All the best,Ollie G. Barron
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Request to Reschedule Meeting Due to Unforeseen Circumstances
Request to reschedule email 6
Dear {formtext: name=Cynthia; cols=9},
Due to unforeseen circumstances, I must request that our meeting at {formtext: name=time1; cols=5} on {formdate: LL; name=date1} be rescheduled. I apologize for the inconvenience and hope that we can find a suitable alternative.
I suggest that we reschedule for {formtext: name=time2; cols=5} {formdate: LL; name=date2}. If that does not work for you, please let me know if a day between {formdate: LL; name=date3} and {formdate: LL; name=date4} fits your schedule.
Once again, please accept my apologies. I look forward to speaking with you soon.
Sincerely,Ollie G. Barron
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Reschedule Meeting Email with Alternative Dates
Request to reschedule email 7
Dear {formtext: name=Allie; cols=9},
I’m afraid that we will have to reschedule our meeting at {formtext: name=time1; cols=5}, on {formdate: LL; name=date1} due to {formtext: name=reason; cols=6}. I’m terribly sorry for the late notice, but the situation is beyond my control.
Are any of these {formdate: LL; name=date2}, {formdate: LL; name=date3} or {formdate: LL; name=date4} okay with you? If not, I am open to your suggestions.
Thank you very much for understanding.
Sincerely,Ollie G. Barron
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Request to Reschedule Meeting by Two Hours
Request to reschedule email 8
Hi {formtext: name=Daniel; cols=9},
Can we please push back tomorrow’s meeting by two hours? I hate to ask this at the last minute, but {formtext: name=reason; cols=6} came up, and I just can’t make it at the scheduled time.
If not, let me know if it’s more convenient for you to talk over the phone or computer. I’m open to anything you suggest.
Thanks!Ollie G. Barron
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Short - Request to Reschedule Meeting Email
Request to reschedule email 9
Dear {formtext: name=Carol; cols=9},
I would like to reschedule our meeting on {formtext: name=time1; cols=5}, {formdate: LL; name=date1} to {formtext: name=time2; cols=5}, {formdate: LL; name=date2}, due to {formtext: name=reason; cols=6}.
I apologize for any inconvenience this has caused you. Please let me know if the suggested time does not work for you.
Sincerely,Ollie G. Barron
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Reschedule Meeting Due to Unanticipated Schedule Conflict
Request to reschedule email 10
Dear {formtext: name=Emily; cols=9},
I am writing to inform you that I will no longer be able to attend our meeting on {formtext: name=time1; cols=5}, {formdate: LL; name=date1} due to an unanticipated conflict in scheduling.
Please accept my apologies for the inconvenience caused. It would be much appreciated if it’s possible to reschedule to {formtext: name=time2; cols=5}, {formdate: LL; name=date2} or any other day that week.
Sincerely,Ollie G. Barron
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Request to Reschedule Annual Meeting Email
Request to reschedule email 11
Hi {formtext: name=Kristin; cols=9},
Due to unavoidable circumstances, our annual project review meeting will be rescheduled from {formtext: name=time1; cols=5}, {formdate: LL; name=date1} to {formtext: name=time2; cols=5}, {formdate: LL; name=date2} in meeting room 2.
Can you please confirm if you can make it to the annual project review meeting at {formtext: name=time2;cols=5} on {formdate: LL; name=date2}?
Thank you very much for your understanding. We look forward to your presentation on our key projects.
Sincerely,Warren B. ThornhillExecutive Director, Special Projects
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Conclusion
Sometimes things come up or change, and that’s why it is important to remain flexible. Changing the times of scheduled meetings is just something that you’ll have to deal with. There are many ways to craft your meeting reschedule email. Here, we provided some templates to help you get started. We truly believe that Text Blaze can help you out.
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