How to Professionally Reschedule a Meeting via Email in 2025 + 10 Email Samples

Have you ever found yourself in a situation where you have to reschedule a meeting?

If so, you aren't alone. According to Meeting Spotlight, 87% of business professionals have cancelled meetings.

Maybe something unexpected came up, or you realized you had a conflicting schedule. Whatever the reason, it's important to handle the situation professionally and politely.

When that happens, it’s essential to craft an appropriate request to reschedule a meeting via email.

In this blog post, we will discuss how to request to reschedule a meeting via email and the things you should keep in mind while doing so.

When Is It Necessary to Reschedule a Meeting?

Rescheduling a meeting is a normal part of professional life. Things come up, schedules change, and sometimes it's just not possible to stick to the original plan.

It's important to know that it's okay to reschedule as long as you handle it professionally. Here are some common reasons you might need to reschedule:

• Meeting Conflict: You have another meeting at the same time.

• Personal Emergency: Something urgent comes up that you can't ignore.

• Lack of Preparation: You realize you won't be ready to contribute meaningfully.

• Technical Issues: Problems with the meeting software or other tech glitches.

• Unavailability of Key Participants: Important people can't make it.

Ultimately, it's okay reschedule a meeting for the right reasons. Read on to learn what to say if you need to reschedule or cancel an upcoming meeting.

When things come up, it’s essential to craft an appropriate request to reschedule a meeting via email. If you need help drafting the perfect email, try using an AI email generator to save time.

What to Say if You Have a Meeting Conflict

Having a meeting conflict is a common issue, but it's crucial to handle it in a way that respects everyone's time.

First, you should clearly state that you have a scheduling conflict. There's no need to give out specific details, but do make it clear and don't give excuses.

Example: "*I have another commitment at the same time. Can we reschedule?"

It also helps to offer alternative time slots and meeting options This shows that you're still committed to the meeting, just not at the originally planned time.

Example: "I'm available on Tuesday or Thursday afternoon. Would either of those work for you?"

Once a new time is agreed upon, send a confirmation email to make sure everyone is aligned.

Example: "Thank you for your flexibility. I've rescheduled the meeting for Tuesday at 3 PM."

How to Reschedule or Cancel a Meeting Professionally

Cancelling a meeting is a sensitive task that requires tact and professionalism.

The first step is to give as much notice as possible. The sooner you can inform the other participants, the easier it will be for them to adjust their plans.

Example: "Due to unforeseen circumstances, I have to cancel our meeting scheduled for tomorrow."

Next, it's important to be polite and apologetic. Acknowledge that you're causing an inconvenience and show that you understand its impact.

Example: "I apologize for any inconvenience this may cause," can go a long way in maintaining good relations.

Finally, if the meeting is important, offer to reschedule. This shows that you're still committed to what was going to be discussed and that you value the other participants' time.

Example: "Can we find another time to discuss this important matter?"

By following these steps, you can cancel a meeting in a way that is both professional and considerate of others.

What to Say to Reschedule a Meeting (Wording and Examples)

Rescheduling is a bit different from cancelling because you're still committed to meeting, just at a different time.

• Be clear and direct: Make sure the other party knows you still want to meet.

Example: "Can we move our meeting to another day? I'm not able to make it this Wednesday."

• Provide alternative options: The more flexible you can be, the easier it is to find a new time that works for everyone.

Example: "How does next Monday or Wednesday look on your calendar?"

• Reconfirm new time agreement: Make sure that the purpose of the meeting is still clear, so that everyone comes prepared.

Example: "I look forward to discussing the project updates during our rescheduled meeting."

By adding these elements, you not only handle the situation professionally but also show that you value the other person's time and the importance of the meeting.

How to Professionally Apologize if You Reschedule or Cancel a Meeting

When you have to reschedule or cancel a meeting, a professional apology is not just good etiquette; it's essential for maintaining strong working relationships.

Start with a sincere expression of regret to show that you understand the inconvenience you're causing. This demonstrates that you respect the other person's time and are committed to making things right.

Example: "I'm really sorry for the inconvenience. Can we find another time that works for both of us?"

It's also crucial to avoid making a habit of rescheduling or cancelling meetings. If you find yourself doing this often, it may be time to reassess your time management skills.

Example: "I understand that time is valuable, and I assure you this is a one-time situation."

Once a new meeting time is agreed upon, make sure to confirm it with a follow-up message like, "Thank you for rescheduling. I look forward to our meeting on the new date."

This final step shows that you're committed to the new meeting time and appreciate the flexibility of the other participants.

12 Request to Reschedule Email Templates

Not sure what to say to reschedule your upcoming meeting? Give the following templates a try to quickly and professionally reschedule your next meeting.

Copy templates to use them anywhere:

General Request to Reschedule Meeting Email Sample

Not sure what to say? Go with a general request to reschedule email like the template below.

Suggest Alternative Time For Meeting Email

One way to professionally reschedule a meeting is to suggest an alternative time for the meeting. Use this template to do it quickly:

Meeting Conflict Reschedule Request

If you have a meeting conflict, you need to send a notice to reschedule one of your meetings. Use this template to do it professionally:

Postpone Meeting Email

Sometimes it's necessary to postpone a meeting. A postponed meeting is better than not meeting at all! Use the following template to postpone a meeting via email:

Reschedule Team Meeting Email

Team meetings are difficult to reschedule because of how many people are involved. Use the following template to reschedule a team meeting effectively:

Reschedule Meeting to a Different Time

Part of rescheduling a meeting professionally is by rescheduling to a different time. Use this template to offer a new time for your meeting:

Reschedule Meeting Due to Unforeseen Circumstances

Sometimes things come up and life happens. When this happens, you need to reschedule your meetings without giving out too many details. Give this template a try to let your attendees know about the rescheduling without giving too much away:

Reschedule Meeting Email With Alternative Dates

It's a best practice to offer alternative dates when you reschedule a meeting via email. Give the following template a try to do so professionally:

Reschedule Meeting by Two Hours

Sometimes you need to reschedule a meeting to the same day. Use this email template to reschedule your meeting to a couple hours later:

Brief Request to Reschedule Meeting Email

Want to keep it brief? Use this email template to quickly request to reschedule a meeting:

Reschedule Meeting Due to Unanticipated Schedule Conflict

Unanticipated schedule conflicts come up. When this happens, you should quickly let your meeting attendees know with a brief email:

Reschedule Annual Meeting Email

Annual meetings are very important, and therefore much more difficult to reschedule. If you absolutely have to reschedule an annual meeting, be sure to do it professionally and tactfully:

How to Automate Common Emails

If you find yourself typing the same thing over and over (requests to reschedule emails), use Text Blaze to automate repetitive typing and create email templates for any situation.

With Text Blaze, you can create text templates that can be inserted anywhere using keyboard shortcuts.

For example, using Text Blaze, you can create templates for repetitive phrases you type a lot in your emails and use keyboard shortcuts to insert them in a fraction of the time!

Text Blaze helps you:

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Give Text Blaze a try to automate emails without losing your personal touch!

Wrapping Up

Sometimes things come up or change, and that’s why it is important to remain flexible. Changing the times of scheduled meetings is just something that you’ll have to deal with.

Use Text Blaze to send the right message every time with just a few keystrokes. The best part? You can get value out of Text Blaze immediately without paying $1.

Give Text Blaze a try today!