How To Reschedule a Meeting: Template, Example and Tips

Tips for rescheduling a meeting
  1. Notify the attendees ASAP.
  2. Write the email yourself.
  3. Be as descriptive as possible in the email subject line.
  4. Suggest another form of communication.
  5. Propose an alternative meeting date and time.
  6. Apologize sincerely.
  7. Show appreciation.

It was impossible to go through a day without hearing him abruptly cancel because he couldn’t make it. This made me doubt Larry’s dependability and integrity, and I’m sure other people did too. However, Larry isn’t the only one with this bad habit.

How To Reschedule Meeting in Outlook?

How to reschedule a meeting professionally using email

The following information should be included in an email that requests to reschedule a meeting:


Open the email with a short greeting and use the recipient’s name to address them at the meeting. You could also mention the meeting in this greeting to remind the recipient of the specifics, such as the time and date. “Dear Gabe, I’m writing you regarding our policy meeting on February 2 at 2:30,” as an illustration ”.

Request to reschedule

Your request for a reschedule should be as specific as possible. Make sure your recipient is aware that you still wish to meet but that you must change the meeting’s time or date. Include as much or as little information as you feel comfortable sharing or is necessary in the circumstances. For instance, “I am unable to meet today due to a family health matter that I must attend to,” or “Unfortunately, my manager scheduled an urgent budget meeting at this time, and I will need to reschedule.” ”.


Find a new time for the meeting as your next action. Ask the recipient if they are available on the potential new date if you have one prepared. Multiple dates that the recipient can select from can be helpful. As an alternative, you can request the recipient to provide times that suit them the best. If there were several people in the meeting, you should wait until everyone is available before selecting a new date to ensure everyone can attend.


Thank the recipient for their time and apologize if you caused them any trouble. A professional and sincere gesture would be to express your appreciation for their time and express your regret for the difficulty. It also shows your genuine interest in meeting with them.


Finish your email with a formal and professional phrase like “Sincerely,” It can be useful to also include contact information in case the recipient has any further queries or desires to speak by phone about the reschedule request.

When should I send an email to reschedule a meeting?

In the following circumstances, you might decide to reschedule a meeting:

While sending a reschedule request via email is acceptable, if the meeting time is approaching, you might also want to think about using other channels of communication to guarantee the message is received.

Reschedule email template

When drafting your own email to reschedule, you can follow this model:

Dear [name],

I regret having to reschedule our meeting even though I was looking forward to it on [date] at [time]. [Option to state the grounds for your absence from the meeting] ].

I am still very interested in [reason for meeting]. I am available on the requested reschedule date and the following reschedule date. If none of these times or dates work for you, however, kindly let me know when we might be able to meet.

I regret any inconvenience this may have caused and look forward to seeing you at a later time.

[Your name]
[Your contact information]

Reschedule email example

An example of an email asking to reschedule a sales meeting is given below:

Dear Dana,

Even though I was anticipating our meeting on June 28, 2019, at 4 p m. , I regretfully will have to reschedule. I’m unable to attend our meeting at the moment because I have a doctor’s appointment.

I still want to hear what you have to say very much. I am available on July 8 at 4 p. m. or July 12 at 2 p. m. But if those times or dates don’t suit you, let me know how your schedule looks, and we’ll find another time.

I regret any inconvenience this may have caused and look forward to seeing you at a later time.

Jesse Jefferson

Tips for rescheduling a meeting professionally

You can write a professional email reschedule request by using the following advice:


How do you reschedule a meeting via email?

I have to request that we reschedule our meeting at on because of unforeseen circumstances. I regret the inconvenience and hope we can find a workable substitute. I suggest that we reschedule for . Please let me know if a day in between and fits your schedule if that does not work for you.

What to say when you need to reschedule a meeting?

Use phrases like:
  1. “I understand how important this is…”
  2. “I’m really sorry, but I need to change the schedule…”
  3. “Let’s reschedule this as soon as possible…”
  4. Next [X DAY] between [X AND X TIME OF DAY], I’m available. ”.
  5. “I’m sorry I have to miss this meeting, but could you let me know if there are any important notes?” ”.

How do you professionally say you need to reschedule?

Thank you for the opportunity to speak with you about [role] with [Company], [Name of Interviewer]. Unfortunately, I [reason you need to reschedule the interview]. I therefore wonder if we could postpone this interview to a later time.

How do you politely reschedule a meeting last minute?

A professional greeting. 1-2 sentences outlining the rationale behind your cancellation of the meeting A list of times you’re available to reschedule the meeting. A polite and professional closing statement.

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