Rescheduling a Meeting: Email Templates & Best Practices

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Rescheduling a set meeting is never easy; it feels awkward and can adversely impact business relationships. But there will be times when you need to send a rescheduled meeting email.

So here's a crash course in how to craft the perfect reschedule a meeting email, going over key steps, a reschedule email checklist, and ready-to-use templates!

How to Reschedule a Meeting Without the Awkwardness?

To avoid awkwardness when rescheduling a meeting, there are a few key elements. Keep a calm, clear, and polite tone and add an apology to help smooth things over:

A Brief Apology 

The first thing to include for a rescheduled meeting email is a brief apology. Acknowledge the inconvenience caused by the reschedule.

They took time out of their schedule to meet with you, so apologizing sets a courteous and professional tone. This signals you value their time and appreciate their understanding.

Don't Say This:

Instead, Say This:

The main takeaway is to be professional, polite, and neutral. Don't overly apologize or show guilt; instead, keep it focused on finding a new time for the meeting.

Offer a New Time Immediately

After the apology, the focus should be on offering an alternative time and date for the meeting. If you delay suggesting an alternative time, the rescheduling process drags on and instead 'shifts' the responsibility to the other party.

This may cause inconvenience and may leave a bad impression, so the rescheduling should be stated immediately. So, provide a few options, like 2-3 other times/dates, with the reschedule request.

Let them pick or come up with their own timing. For example, mention:

• "Would it be possible to meet on Monday at 4 p.m. or does Wednesday at 12 p.m. work better for you?"

Keep it specific to avoid the back-and-forth on rescheduling the meeting. Since you initiated the reschedule, try to opt for options that work better for the other party. This reinforces your appreciation for their time.

Avoid Over-Explaining 

It's tempting to justify the rescheduled meeting with exact details of the circumstances, but this can backfire.

Avoid going too in-depth with the reason behind why you had to reschedule the meeting since you might:

Instead, keep it concise, neutral, and vague to highlight that it was important enough to reschedule without overexplaining:

Don't Say This:

Instead, Say This:

A Few More Quick Tips

• Be Quick: As soon as you're certain you need to reschedule a meeting, send the email.
• Match Formality to the Recipient: Use an appropriate tone/language for the email receiver. Keep it formal for clients, but you can use a lighter tone for teammates/colleagues.
• Follow Up: If you don't get a response in 1-2 days, send a polite follow-up to confirm the rescheduled meeting.

Your Reschedule Email Checklist: What to Include? 

Here's a quick checklist of things you should include in your reschedule email. To achieve the best results, ensure your email follows this order:

1. Clear subject line

2. Brief apology

3. Propose a new time

4. Flexible call to action

While the apology is important, focus on 'Proposing a new time' to move on from the situation.

1. Clear Subject Line

Don't beat around the bush. Keep the subject line clear, concise, and direct so they know the meeting has been rescheduled and what the email is about. Be direct, such as:

2. Concise Apology

The apology should be short and should match the formality based on the other party. Keep it formal for clients and higher-up meetings, but don't overdo it for casual meetings.

Here are a few examples:

3. Proposed New Times

Then, include a few new timings for the meeting. Always include at least 2 proposed alternative timings/dates.

Here are a few examples:

4. Flexible Call to Action

Add in a call to action, prompting for their input for a date/time that fits their schedule. This shows you're apologetic for the reschedule and are willing to make it up to them by accommodating their schedule.

Here are a few examples:

Reschedule Email Templates for Any Situation 

Here are a few fully written templates you can use immediately, depending on the situation:

Scenario 1: Formal/External (e.g., Client, Vendor)

This template suits emails to higher-ups, clients, and external party meetings. Ensure to keep the tone formal and the recipient is addressed appropriately:

Scenario 2: Informal/Internal (e.g., Colleague, Team)

This template works for 'casual' meetings with colleagues and teams. You can adopt a more informal tone to adjust to the teams' dynamics:

Scenario 3: Last-Minute/Urgent

For last-minute or urgent situations, keep it short and emphasize the urgency of the situation:

Scenario 4: When a Client Asks to Reschedule

If you've received a reschedule meeting email from a client, the format is similar. Focus on reassuring that it's alright and suggesting alternative dates:

Scenario 5: To Reschedule for a Second Time

For situations where you need to reschedule a second time, you need a lengthier explanation. This might cause a rift in the relationship, potentially showcasing disorganization & bad time management.

Be more apologetic, but try to steer the conversation to a resolution. Ensure this is the last time this will happen:

Conclusion

Rescheduling doesn't have to be uncomfortable or risk damaging professional relationships.

Use the templates as a starting point, but adapt them to your specific circumstances, audience, and tone. The key is to communicate clearly, respect the other person's time, and make it easy for them to confirm a new arrangement.

With the right approach, a reschedule can still leave a positive and professional impression.

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