Reschedule Meeting Email: 12 Templates + Best Practices

Writing a professional reschedule meeting email can make all the difference between losing a valuable connection and maintaining productive relationships with clients and colleagues.

Whether you need to postpone a meeting due to scheduling conflicts or unexpected emergencies, knowing how to reschedule a meeting professionally is an essential business communication skill.

We’ve all faced situations where meetings need to be rescheduled. But how do you write a reschedule email that sounds professional without damaging relationships?

This guide shares proven strategies for writing polite and effective meeting reschedule emails, complete with 12 ready-to-use templates for different scenarios. You’ll learn best practices that help you maintain commitments and strengthen professional relationships.

Let’s explore how to make rescheduling simple and effective!

What does it mean to reschedule a meeting?

To reschedule a meeting means to change the originally scheduled date, time, or location of a meeting to a new time that works better for participants.

Rescheduling differs from canceling, it involves proposing an alternative time rather than ending the meeting entirely. The rescheduling process typically requires notifying all participants promptly and obtaining confirmation for the new meeting time.

When should you reschedule a meeting?

Rescheduling a meeting can be necessary in various situations. It ensures productivity and respects everyone’s time. 

Here are some common scenarios when it’s appropriate to reschedule your meetings:

Emergencies or unexpected events → If an emergency arises or something unexpected happens, such as a personal or family health issue, it’s reasonable to reschedule the meeting.

Lack of preparation → If you or other key participants are not adequately prepared for the meeting and it would significantly impact the quality of discussion or decision-making, rescheduling can be beneficial.

Scheduling conflicts → When there’s a conflict with another important event or meeting that requires your presence, rescheduling ensures you can participate in both.

Changed priorities → If the meeting topic becomes less relevant due to shifting priorities, postponing it until the topic becomes a priority again can help.

Fatigue or overload → If you or other participants are experiencing meeting fatigue, rescheduling for a time when everyone is more energized can improve engagement.

Need for additional information → If new information or data is required to make the meeting productive, it might be better to delay until that information is available.

Technical issues → For virtual meetings, if there are ongoing technical problems that would significantly disrupt the meeting, it’s best to reschedule in those cases.

How to reschedule a meeting: 9 essential tips

Rescheduling a meeting via email requires clear communication, professionalism, and consideration for recipients’ time.

Follow these best practices when writing your meeting reschedule email:

#1 Use a clear and direct subject line

• Make the purpose of the email obvious from the subject line.
• Examples of effective reschedule meeting subject lines:
  • “Meeting Rescheduled: Project Update [New Date]”
  • “Please Be Informed That the Meeting Has Been Rescheduled”
  • “Change of Plans: New Time for [Meeting Name]”
  • “Request to Reschedule Our [Date] Meeting”
  • “New Date for [Meeting Topic]””

#2 Start with a polite greeting

• Address the recipients with a courteous greeting.
• Use names if possible, especially if the email is for a small group.

Read more: How to Start an Email That Gets Your Job Done Instantly

#3 Acknowledge the original meeting

• Mention the original date and time of the meeting.
• Clearly state that you are rescheduling it.
• Example: “Please be informed that the meeting has been rescheduled from [original date] to [new date].”

#4 Provide a valid reason

• Depending on the situation, you may provide a brief reason for the change. This is optional but can add context and demonstrate respect for their time.
• Example: “Due to a scheduling conflict” or “Because we need additional information to ensure a productive discussion.”

#5 Suggest a new date and time

• Offer a new meeting time, preferably a few options to give flexibility.
• Use phrases like “I propose rescheduling to [new date and time]” or “Would any of the following times work for you?”
• Make sure to confirm the new meeting details once everyone agrees.

#6 Apologize for any inconvenience

• Acknowledge that the change may cause inconvenience and show appreciation for their flexibility.
• Example: “I apologize for any inconvenience this may cause and appreciate your understanding.”

#7 Reconfirm the meeting details

• Once everyone agrees on the new time, send a follow-up email with the confirmed details.
• Include the new date, time, agenda, and any updated links (for virtual meetings).

#8 Close with a professional sign-off

• Thank the recipients for their time and understanding.
• Sign off with a friendly and professional closing, such as “Best regards,” or “Thank you.”

Suggested reading: Top Cold Email Closing Lines That Drive Action and Engagement

#9 Additional helpful tips to be followed

1. Notify early: Reschedule as soon as you know a change is necessary. Last-minute notifications can be disruptive.
2. Keep it concise: Don’t overwhelm the recipients with too much information. Keep the email short and to the point.
3. Use a collaborative scheduling tool: Consider using tools like Doodle or Calendly for larger groups to find the best rescheduled time.
4. Be flexible: If possible, accommodate the recipients’ schedules when proposing a new time.

Reschedule meeting email subject lines: What works best

The subject line of your reschedule meeting email is critical, it determines whether recipients open your email immediately or miss important information about the schedule change. An effective subject line should be clear, professional, and immediately convey that the meeting time has changed.

Professional reschedule meeting subject lines

For formal business meetings:

– Meeting Rescheduled: [Meeting Name] – New Date [Date]
– Schedule Change: [Meeting Topic] Now on [New Date]
– Please Be Informed That the Meeting Has Been Rescheduled to [Date]
– Important: [Meeting Name] Rescheduled to [New Time]
– Updated Meeting Time: [Topic] – [New Date & Time]

For client meetings:

– Request to Reschedule Our [Date] Meeting
– Proposed New Time for Our Discussion
– Let’s Find a New Time to Connect
– Rescheduling Our Meeting – Alternative Times Provided

For team/internal meetings:

– Team Meeting Moved to [New Date]
– Quick Change: [Meeting Name] Rescheduled
– New Meeting Time – [Date] at [Time]
– Meeting Postponed: New Details Inside

For last-minute changes:

– Urgent: Meeting Rescheduled to [New Time]
– Today’s Meeting – Schedule Change
– Time-Sensitive: New Meeting Details

Subject line – best practices for reschedule emails

1. Include the new date/time when possible to provide immediate clarity
2. Use action words like “rescheduled,” “moved,” “changed,” or “postponed”
3. Keep it under 50 characters to ensure full visibility on mobile devices
4. Avoid vague phrases like “Quick Update” or “Meeting FYI”
5. Prioritize clarity over cleverness in professional contexts

What to avoid in rescheduled email subject lines

❌ “Oops!” – Too casual for professional settings
❌ “We need to talk” – Creates unnecessary anxiety
❌ “Meeting” – Too vague, doesn’t indicate a schedule change
❌ “Empty subject lines” – Highly unprofessional
❌ “READ IMMEDIATELY!!!” – Overuse of urgency indicators

The best reschedule meeting email subject line immediately tells the recipient that a schedule change has occurred while maintaining a professional tone. When in doubt, opt for clarity over creativity.

Common mistakes to avoid when rescheduling meetings

Even with good intentions, professionals often make critical mistakes when rescheduling meetings. Avoiding these common errors will help you maintain strong relationships and professional credibility.

1. Rescheduling too late

The Mistake: Sending a reschedule email hours before or the day of the meeting.

Why It’s Problematic: Recipients may have already prepared, declined other opportunities, or made arrangements to attend.

How to Avoid: Notify participants at least 24-48 hours in advance whenever possible. For major meetings or those involving travel, provide even more notice.

2. Not offering alternative times

The Mistake: Simply canceling the meeting without proposing new times.

Why It’s Problematic: It places the burden on the other person and may signal that the meeting isn’t important to you.

How to Avoid: Always include 2-3 alternative time slots in your reschedule meeting email.

3. Over-explaining the reason

The Mistake: Providing excessive detail about why you need to reschedule.

Why It’s Problematic: It can come across as making excuses and wastes the recipient’s time.

How to Avoid: Keep your reason brief and professional. “Due to a scheduling conflict” or “due to an unexpected commitment” is usually sufficient.

4. Rescheduling multiple times

The Mistake: Repeatedly changing the meeting time.

Why It’s Problematic: It damages your professional credibility and suggests poor time management.

How to Avoid: Confirm your availability thoroughly before proposing new meeting times. If you’re uncertain, wait until you have confirmation before sending the reschedule request.

5. Not confirming the new meeting time

The Mistake: Assuming everyone received and accepted the new meeting time without explicit confirmation.

Why It’s Problematic: This can lead to confusion and no-shows at the rescheduled meeting.

How to Avoid: Always send a confirmation email once the new time is agreed upon, and add the meeting to everyone’s calendar with a calendar invite.

6. Using unclear language

The Mistake: Writing vague emails like “Can we move the meeting?” without specifying which meeting or what changes you’re proposing.

Why It’s Problematic: Recipients may not understand which meeting you’re referring to or what action they need to take.

How to Avoid: Always include the original meeting date, time, and topic, plus the specific new time you’re proposing.

7. Forgetting to update calendar invites

The Mistake: Sending a reschedule email but not updating the calendar invitation.

Why It’s Problematic: People rely on their calendars—an outdated invite will cause confusion.

How to Avoid: After confirming the new time via email, immediately send an updated calendar invitation with the new details.

12 Reschedule meeting email templates that work!

We shall check some of the scenarios which the you might face from time to time and these reschedule meeting templates can come in handy. 

In this article, I have categorised the templates into 2 parts:

1. Reschedule meeting email templates based on the scenario 
2. Reschedule meeting email templates based on tonality

A. Meeting reschedule templates based on common scenarios

1. Client requests additional stakeholders to join

Subject: Rescheduling Meeting to Include Key Stakeholders Hi [Client’s Name], I understand that you’d like to include additional stakeholders in our upcoming meeting. To ensure everyone is available, I’d like to propose rescheduling to a new time that works for all parties. Please let me know if any of the following options suit your schedule: [Option 1: Date and Time] [Option 2: Date and Time] [Option 3: Date and Time] I appreciate your flexibility and look forward to a productive discussion with your team. Best regards, [Signature]

2. Product update not ready for demo

Subject: Request to Reschedule Product Demo Meeting Hi [Client’s Name], Unfortunately, our product update isn’t fully ready for the demo we had planned. To ensure you receive a complete overview, I’d like to propose rescheduling the demo. Could you let me know your availability for the following dates? [Option 1: Date and Time] [Option 2: Date and Time] Thank you for your understanding, and I look forward to sharing the update soon. Best regards [Signature]

3. Key team member is unavailable for the meeting

Subject: Need to Reschedule Due to Team Availability Hi [Client’s Name], I wanted to inform you that a key team member, who is essential for our upcoming meeting, is unavailable at the scheduled time. To ensure all your questions are properly addressed, I’d like to propose we reschedule. Here are a few alternative times: [Option 1: Date and Time] [Option 2: Date and Time] Please let me know if either works for you. I apologize for any inconvenience and appreciate your understanding. Kind regards, [Signature]

4. Client priorities shift before the meeting

Subject: Proposed New Time for Our Meeting Hi [Client’s Name], I understand your priorities have shifted, and I completely respect that. To accommodate your new schedule, I’d like to suggest rescheduling our upcoming meeting. Please let me know if any of the following times work for you: [Option 1: Date and Time] [Option 2: Date and Time] Looking forward to connecting whenever it’s convenient for you. Thanks for your flexibility. Best regards, [Signature]

5. Scheduling conflict with another important prospect

Subject: Request to Reschedule Due to a Scheduling Conflict Hi [Client’s Name], I hope this message finds you well. Unfortunately, I’ve encountered a scheduling conflict with another important meeting at the time of our scheduled discussion. Could we look at rescheduling to one of the following times instead? [Option 1: Date and Time] [Option 2: Date and Time] I appreciate your understanding and apologize for any inconvenience this may cause. Best, [Signature]

6. Client requests more time to review the proposal

Subject: Let’s Reschedule Our Meeting Hi [Client’s Name], Thank you for letting me know that you need more time to review the proposal.  I completely understand the importance of having enough time to consider the details. Would you be available to reschedule our meeting to one of the following times? [Option 1: Date and Time] [Option 2: Date and Time] Please let me know what works best for you. I appreciate your diligence and look forward to our conversation. Warm regards, [Signature]

7. New information is needed for discussion

Subject: Request to Reschedule for New Insights Hi [Client’s Name] I wanted to touch base regarding our upcoming meeting. We’re still waiting on some key information that will be important for our discussion, so I’d like to propose rescheduling. Would any of the following times work for you? [Option 1: Date and Time] [Option 2: Date and Time] I appreciate your understanding and look forward to sharing the new insights with you soon. Best regards, [Signature]

B. Reschedule meeting email templates based on tonality 

1. Formal and Polite

Subject: Request to Reschedule Our Upcoming Meeting Hi [Client’s Name] I hope this email finds you well. Due to an unforeseen circumstance, I must request a rescheduling of our meeting set for [original date]. Would you be available to meet on [new date and time]? If that doesn’t work, I’m happy to accommodate your schedule. Thank you for your understanding. Best regards, [Signature]

2. Friendly and Casual

Subject: Let’s Find a New Time to Connect! Hi [Client’s Name] I hope you’re doing well! I wanted to touch base because I need to reschedule our meeting originally planned for [original date]. How about we look at some new options? Would [new date and time] work for you? If not, just let me know what does! Thanks a bunch for being flexible! Best, [Signature]

3. Concise and direct

Subject: Need to Reschedule Our Meeting Hi [Client’s Name] I need to reschedule our meeting originally planned for [original date] due to [reason]. Can we move it to [new date and time]? Please let me know if that works for you. Thank you, [Signature]

4. Empathetic and understanding

Subject: Rescheduling Our Meeting for Your Convenience Hi [Client’s Name] I completely understand that sometimes priorities change, and I want to ensure we have the best opportunity to connect. Would it be possible to reschedule our meeting originally set for [original date]? I’m available on [new date and time], but I’m happy to work around your schedule. Thank you for your understanding. Warm regards, [Signature]

5. Professional and collaborative

Subject: Adjusting Our Meeting Schedule Hi [Client’s Name], I hope you’re well. To ensure we have a productive discussion, I’d like to propose rescheduling our meeting, which was originally set for [original date]. Would [new date and time] work for you? If not, I’m open to any time that suits your schedule. Thank you for your collaboration. Best, [Your Name]

When is the best time to send a reschedule meeting email?

The timing of your reschedule meeting email significantly impacts how it’s received. Send your reschedule notice at the right time to maximize the chances of finding a mutually convenient alternative.

Optimal timing guidelines

For planned reschedules (Non-Emergency):

• Minimum Notice: 24-48 hours before the original meeting
• Ideal Notice: 3-5 business days before the original meeting
• Best Sending Time: Tuesday through Thursday, 9 AM – 11 AM in the recipient’s time zone

For emergency reschedules:

• Send immediately upon realizing you cannot attend
• Follow up with a phone call if the meeting is within 6 hours
• Text or instant message if the meeting is within 2 hours

Day-of-week considerations

Best days to send:

• Tuesday-Wednesday: Highest email open rates and response rates
• Thursday morning: Good for meetings scheduled the following week

Days to avoid:

• Monday mornings: Inbox overload from weekend backlog
• Friday afternoons: Low attention and priority
• Weekends: Only for true emergencies

Time-of-day best practices

Morning (8 AM – 11 AM): Best for urgent reschedules that need immediate attention

Midday (11 AM – 2 PM): Good for non-urgent reschedules, though lunch hours may delay responses

Afternoon (2 PM – 4 PM): Acceptable for following week reschedules

After 5 PM or weekends: Avoid unless it’s an emergency or you have an established relationship allowing off-hours communication

Special considerations

For international meetings, send your reschedule email during the recipient’s business hours, not yours.

For executive-level meetings, provide maximum notice possible—at least one week when feasible.

For recurring meetings, notify all participants at least 48 hours in advance.

How to automate your cold emails on a budget?

For sales professionals and teams managing multiple client meetings, achieving targets while juggling schedules can feel overwhelming, especially when meetings need to be rescheduled frequently.

SmartReach.io simplifies the entire sales communication and meeting management process, helping professionals connect with prospects more effectively while reducing manual scheduling work. 

SmartReach helps you automate outbound campaigns, manage the campaigns, analyze their peformance within one single platform. 

Here’s how SmartReach can help you achieve better sales outcome -: 

• Email Automation: Automate your email campaigns to save time and increase efficiency, allowing you to focus on closing deals.
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• Multichannel Outreach: Reach your prospects through various channels—email, calls, Linkedin, WhatsApp and message, to create a comprehensive outreach strategy.
• Shared Inbox: Collaborate seamlessly with your team by using a shared inbox to manage meeting-related conversations and follow-ups in one place, ensuring no reschedule request falls through the cracks.
• AI-Generated Email Sequence: Use AI to craft personalized email sequences that resonate with your audience and drive responses.
• Inbox Rotation: Rotate your sending accounts to maintain a healthy sender reputation and improve deliverability rates.
• AI-Powered Email Warmup: Gradually warm up your email accounts with automated interactions, enhancing deliverability and building credibility.

SmartReach.io provides a 14-day free trial where you can explore all the features and make decisions wisely.

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Reschedule meeting email: FAQs

How do I write an email for a rescheduled meeting?

Start by acknowledging the original meeting details, then inform the recipient that the meeting needs to be rescheduled. Offer a reason (optional), suggest alternative dates and times, apologize for any inconvenience, and end with a polite sign-off. 

For example:
“I’m writing to let you know that we need to reschedule our meeting originally scheduled for [date and time]. Due to [reason], I propose [new date and time]. I apologize for any inconvenience this may cause and appreciate your flexibility.”

How do you say a meeting has been rescheduled?

Answer: Use straightforward language to communicate the change. For example:
“The meeting scheduled for [original date and time] has been rescheduled to [new date and time].”

Alternatively, you can say, “We’ve had to move the meeting to a new date and time: [new details].”

How do you politely reschedule an appointment?

To reschedule politely, acknowledge the original appointment, express regret for the change, and propose alternative dates. Apologize for any inconvenience caused and thank the recipient for their understanding. 

For instance:
“Unfortunately, I need to reschedule our appointment on [date]. Would [alternative date and time] work for you instead? I apologize for the inconvenience and appreciate your understanding.”

How do I confirm a rescheduled meeting?

When confirming a rescheduled meeting, restate the new details and express gratitude for the recipient’s flexibility. 

For example:
“This is to confirm our rescheduled meeting on [new date and time]. Thank you for accommodating the change. I look forward to our discussion.”

How do you announce a rescheduled event?

When announcing a rescheduled event, include the original and new dates, explain the reason for the change (if appropriate), and apologize for any inconvenience. 

For example:
“We regret to inform you that due to [reason], the event scheduled for [original date] has been rescheduled to [new date]. We apologize for any inconvenience this may cause and look forward to seeing you at the event.”

How do you reschedule a meeting in a sentence?

You can reschedule a meeting in a single sentence like this:
“The meeting originally planned for [date and time] has been rescheduled to [new date and time].”

How do you politely cancel and reschedule a meeting?

When canceling and rescheduling, be polite and considerate. Mention the original meeting, explain the reason for canceling (optional), and propose a new time. 

For example:
“I’m sorry, but I need to cancel our meeting on [date] due to [reason]. Can we reschedule to [new date and time]?”

How do you email to inform a meeting schedule?

When informing someone of a meeting schedule, be clear and provide all relevant details. Include the date, time, location (or online link), and agenda. 

For example:
“The meeting is scheduled for [date] at [time] in [location]. We will discuss [agenda items]. Please let me know if you have any questions.”

How do you say a meeting is rescheduled?

You can phrase it in several ways:
“The meeting has been rescheduled to [new date and time].”
“We need to move the meeting to [new date and time].”
“The meeting has been shifted to [new date].”

How do you respond to a reschedule meeting request?

Acknowledge the request promptly and confirm your availability for the proposed new times. For example: “Thank you for letting me know. I’m available on [confirm one of the proposed times] and that works well for me. I appreciate you accommodating the schedule change. Looking forward to our meeting.”

What should a reschedule meeting email subject line say?

The subject line should clearly indicate the meeting has been rescheduled. Use formats like “Meeting Rescheduled: [Meeting Name] – New Date [Date]” or “Schedule Change: [Topic] Now on [New Date].” Include the new date when possible to provide immediate clarity to recipients.

How much notice should I give when rescheduling a meeting?

Provide at least 24-48 hours notice for standard business meetings. For important meetings with executives or clients, aim for 3-5 business days advance notice. For emergency reschedules, notify participants immediately and follow up with a phone call if the meeting is within 6 hours.

Is it unprofessional to reschedule a meeting?

Rescheduling a meeting is not unprofessional when done correctly with adequate notice and valid reasons. What’s unprofessional is: rescheduling last minute repeatedly, failing to offer alternative times, not providing any reason, or canceling without proposing a new meeting time. Occasional reschedules are normal in business.