Reschedule Meeting Email: 12 Templates & Best Practices

Writing a compelling reschedule meeting email can make all the difference between losing a valuable connection and maintaining a productive relationship with your clients and co-workers.

We’ve all been in situations where things get busy, and we need to push back a meeting.

But how can you do this without sounding unprofessional?

In today’s fast-paced work environment, clear communication is key, especially when you are trying to reschedule a meeting and want to convey your priorities to others in the form of an email.

This blog article will share easy tips for writing a polite and effective reschedule meeting email, helping you keep your commitments and strengthen your professional relationships.

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

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.

9 Golden tips for writing meeting reschedule emails

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

Here are the best practices that you should follow the next time you’re rescheduling a meeting via email l:

#1 Use a clear and direct subject line

Make the purpose of the email obvious from the subject line.
Examples:
- “Rescheduled: Project Update Meeting”
- “Change of Plans: New Time for [Meeting Name]”
- “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.

#3 Acknowledge the original meeting

Mention the original date and time of the meeting.
Clearly state that you are rescheduling it.
Example: “I’m reaching out to inform you that we need to reschedule our meeting initially planned for [original date and time].”

#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.”

#9 Additional helpful tips to be followed

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

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:

Reschedule meeting email templates based on the scenario
Reschedule meeting email templates based on tonality

A. Meeting reschedule templates based on common scenarios

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]

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]

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]

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]

Scheduling conflict with another important prospect

Subject: Request to Reschedule Due to a Conflict

Hi [Client’s Name],

I hope this message finds you well. Unfortunately, I’ve encountered a scheduling conflict with another important prospect at the time of our meeting.

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]

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]

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

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]

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]

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]

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]

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]

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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].”

Reschedule Meeting Email: 12 Templates + Best Practices

When should you reschedule a meeting?