How To Write a Meeting Rescheduled Email

While it is normal for companies to schedule business meetings, it may be necessary to cancel them due to unforeseen circumstances. As the people attending will have set aside their time for the event, it is good etiquette to inform them of the cancellation and let them know when you are going to reschedule it. You can do this by sending a reschedule meeting email.

Due to unforeseen circumstances [or specific reason], I’m emailing to let you know that our meeting scheduled for [time] on [date] must be rescheduled. I apologize for any inconvenience and hope we can schedule for another date and time. I am available to meet again at [time] on [date] if this works for you.

How To Reschedule Meeting in Outlook?

When should you send a meeting rescheduled email?

When you have to reschedule a meeting, its important to send out a meeting rescheduled email as soon as possible. Sending out this email as soon as you can shows your respect for each attendees time and schedule. It also allows your recipients to plan something else during that date and time.

What is a meeting rescheduled email?

A meeting rescheduled email is an email you send when you need to change the date and time of an upcoming meeting. The email informs the meetings attendees that you can no longer meet at the original date and time. It may also provide them with a reason as to why you can no longer meet at the original date and time and propose a new date and time for the meeting.

Template

When you write a meeting rescheduled email, you need to follow a certain format. Use the following template to write a meeting rescheduled email:

Dear [name],

Id like to inform you that I have to reschedule our meeting to [reason for the meeting] on [date] at [time]. [Optional explanation of the reason why you need to reschedule the meeting.] While I have to reschedule, Id still like to meet to discuss [reason for meeting].

Im available to meet on [preferred meeting date] at [preferred meeting time]. If this date and time dont work for you, please let me know what date and time youre able to meet.

Thank you for your time. I apologize for any inconvenience the rescheduling may have caused. I look forward to meeting with you at a new date and time.

Sincerely,
[your name]
[your contact information]

How to write a meeting rescheduled email

Before you write your email, make sure you have a valid reason for rescheduling. For example, maybe you need to meet with a client before your meeting or you fell ill. Then, use the following steps to write a meeting rescheduled email:

1. Open with a salutation

At the beginning of your email, write a salutation followed by the recipients name. For example, you can write, “Dear James” or “Hello, Kassandra.” If youre writing to a group of people, you can say, “Hello, all.”

2. State the purpose of your email

After your salutation, mention the meeting and its original date and time. Mentioning the meeting reminds them of the details and lets them know why youre writing.

3. Request to reschedule the meeting

Make your request to reschedule the meeting. Let the recipient know that you still want to have the meeting, you just need to move it to a different date or time. Provide them with as much information as you can regarding the reason for the rescheduling.

4. Provide them with your availability

After youve made your request to reschedule the meeting, find a new meeting time. If you know when youd like to meet, ask them if theyre available at that date and time. You can also offer additional dates and times that might work best for them. Consider adding a link to your online calendar that allows your recipient to see your availability.

If youre rescheduling a meeting with multiple attendees, wait to hear from everyone regarding their availability before you set a new date and time for the meeting. This ensures everyone can attend the new meeting.

5. Conclude the email

At the end of your email, thank your recipient for their time and apologize for any inconvenience the rescheduling may have caused. Not only is an apology a sincere gesture, but it also shows your appreciation for their flexibility.

6. Write a sign-off

Write a professional closing such as “Sincerely,” followed by your name. You can also include your phone number in case they have questions or want to talk with you about the rescheduling over the phone.

Examples

Once you know how to format your meeting rescheduled email, think of a new time and date for when youd like to meet and start writing your email. Use these examples to guide the writing of your own meeting rescheduled email:

Example 1

Heres an example of a meeting rescheduled email:

Dear Lily,

I need to inform you that I have to reschedule our meeting to discuss the new building expansion on Jan. 15 at 10 a.m. Unfortunately, I have some unexpected family obligations I need to take care of on that day. While I have to reschedule, Id still like to meet to discuss your vision for the expansion.

Im available to meet on Jan. 20 at 12 p.m. or at 2 p.m. If this date or these times dont work for you, please let me know what date and time youre able to meet.

Thank you for your time. I apologize for any inconvenience the rescheduling may have caused. I look forward to meeting with you at a new date and time.

Sincerely,
Alexandra Castillo
555-555-5555

Example 2

Heres another example of a meeting rescheduled email:

Hi, Carly,

Due to an unexpected family emergency, I need to reschedule our phone interview scheduled for Jan. 10 at 3 p.m. Despite having to change the meeting date and time, Id still like to meet to discuss your qualifications and potential future with Bamboo Creative.

Im available to call you on Jan. 12 at 10 a.m. If this date and time dont work for you, please let me know what date and time youre available.

Thank you for your flexibility. I apologize for any inconvenience the rescheduling may have caused. I look forward to talking with you at a new date and time.

Sincerely,
Finley Covington
555-555-5555

Tips

As you write your meeting rescheduled email, look for ways to improve its clarity and the overall format. Use the following tips to help you write an effective and professional meeting rescheduled email:

FAQ

How do I reschedule a meeting via email?

Dear , I am writing to inform you that I will no longer be able to attend our meeting on , 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 , or any other day that week.

How do you respond to a rescheduled meeting?

I appreciate you letting me know that we need to reschedule our interview. I’m happy to come in next Wednesday at 3:00 p.m. instead. I look forward to meeting you and hearing more about the position. If there is anything you need from me in the meantime, please let me know.

How do you professionally say you need to reschedule?

Dear [name of hiring manager], Thank you for allowing me to meet with you and learn more about becoming a [position] at [company]. Due to [reason for rescheduling], however, I will no longer be able to make it to the interview we had scheduled at [date and time]. Would it be possible to reschedule our meeting?

How do you write a postponed email?

How to Write an Email to Postpone an Event
  1. Start with a sincere apology. ‍ …
  2. Explain why you need to postpone. ‍ …
  3. Suggest a new date as soon as possible. ‍ …
  4. Offer to answer questions or provide more information. ‍ …
  5. Propose refunds. ‍ …
  6. Provide an FAQ section. ‍ …
  7. Key takeaways. ‍

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