How to Reschedule a Meeting: Tips, Template, and Example

Sometimes, plans change, and we need to reschedule meetings. This can feel tricky, but it doesn’t have to be.

This guide will show you how to reschedule a meeting in a way that is respectful and professional, whether it’s through choosing the right time to send an email or crafting the perfect message to send to your colleagues.

When Should I Send an Email to Reschedule a Meeting?

Knowing the right time to send an email to reschedule a meeting is crucial for maintaining professionalism and respect for everyone’s time. Below are the scenarios when it’s appropriate:

• As soon as you know you cannot attend the meeting.
• If an urgent matter arises that cannot be postponed.
• When key participants are unable to attend.
• If critical information or materials needed for the meeting are not ready.
• When the meeting’s purpose would be better served at another time.

How to Reschedule a Meeting Professionally Using Email

Rescheduling a meeting via email can be simple and respectful when done correctly. Here’s a step-by-step guide to help you navigate the process seamlessly.

Greeting

Begin your email with a polite greeting that addresses the recipient by name, such as “Dear [Name],” to make it personal and respectful.

Request to Reschedule

State your request to reschedule the meeting clearly and concisely. Provide a brief explanation for the need to reschedule to maintain transparency.

Availability

Offer your available times and dates for the rescheduled meeting. This shows your commitment to attend and helps find a new time more efficiently.

Conclusion

End your email on a positive note, expressing your appreciation for the recipient’s understanding and flexibility. Ensure to also communicate your willingness to adjust further if the proposed times do not suit them.

Signature

Conclude your email with a professional signature that includes your full name, position, and contact information, allowing for easy reference and reply.

Tips for Rescheduling a Meeting Professionally

To ensure the process of rescheduling a meeting goes smoothly and maintains professional relationships, consider these practical tips.

• Act Quickly: Inform all participants as soon as you realize the meeting cannot take place at the scheduled time.
• Be Apologetic: Include a sincere apology in your communication to acknowledge the inconvenience caused.
• Provide Reasons: Briefly explain why rescheduling is necessary without oversharing or providing irrelevant details.
• Suggest Alternatives: Offer multiple alternative dates and times to give options and show your flexibility.
• Confirm the New Meeting: Once a new time is agreed upon, send a confirmation email to all participants with the updated details.
• Use Clear Subject Lines: When emailing, use a subject line that clearly states the purpose, like “Request to Reschedule Meeting.”
• Update the Calendar Invite: If you’re using a digital calendar, update the meeting invite with the new details as soon as they’re confirmed.
• Express Gratitude: Thank participants for their understanding and flexibility regarding the change.

Reschedule Email Template

Here’s a handy template to help you craft a polite and professional email when you need to reschedule a meeting.

Subject: Request to Reschedule [Meeting Name] on [Original Date]

Dear [Name],

I hope this message finds you well. Due to [brief explanation for rescheduling], I am writing to request a reschedule of our meeting originally planned for [original date and time].

Would you be available for the meeting on any of the following dates and times? [Provide 2-3 alternatives]

[Option 1: Date & Time]
[Option 2: Date & Time]
[Option 3: Date & Time]

I sincerely apologize for any inconvenience this may cause and greatly appreciate your understanding and flexibility. Please let me know which option works best for you, or if there are other times you’d prefer.

Thank you for your consideration and looking forward to our meeting.

Warm regards,

[Your Full Name]
[Your Position]
[Your Contact Information]

Reschedule Email Example

To give you a clear idea of how to put the template into action, here’s a concise example of a reschedule email.

Subject: Request to Reschedule our Strategy Meeting on October 3rd

Dear Alex,

I hope this email finds you in good spirit. Due to an unforeseen commitment, I must request that we reschedule our strategy meeting originally set for October 3rd at 10 AM.

Could we possibly move our meeting to one of the following slots?

October 5th at 11 AM
October 6th at 2 PM

I apologize for any inconvenience this change may cause and thank you immensely for your understanding and flexibility. Kindly let me know which time suits you best or if there are other dates and times that are more convenient for you.

Thank you for your consideration.

Best Regards,

Michael Thompson
Project Manager

Final Thoughts

Changing the time of a meeting doesn’t have to be a hassle. With the right approach, you can ensure everyone involved knows about the new plans and feels respected. Use the tips and templates provided to communicate effectively and maintain professionalism.