How to Write a Meeting Rescheduling Email (With Tips)

By Indeed Editorial Team

3 January 2022

There may be times when you have something urgent to do and postpone a meeting with team members, managers or clients. If you reschedule a meeting, it's critical that you notify the attendees by email out of courtesy. Knowing when and how to write this sort of email can help you establish better working relationships with your co-workers and clients. In this article, we discuss what a meeting rescheduling email entails, outline how to write one and provide some samples and useful advice to help you write your own.

What is a meeting rescheduling email?

When you adjust the date and time of an upcoming meeting, you can send a meeting rescheduling email. The email informs meeting attendees that you can no longer meet on the scheduled day and time. It may also give them a reason why you can't meet at the original time and day and offer a new time and date for the meeting.

Related: 6 Ways to Start Your Email Right

When should you send an email to postpone a meeting?

When you postpone a meeting, it's critical to send out a meeting rescheduling email as soon as possible. Sending this email promptly demonstrates your regard for each attendee's time and schedule. It also gives your receivers the option of doing other tasks on that day and time. Consider apologising for the inconvenience to demonstrate sincerity and respect for the receivers' time. Common reasons for rescheduling a meeting include:

  • you're unwell

  • you need additional time to gather all of the relevant project material or presentation specifics

  • you're behind schedule

  • you have to attend another important event or meeting.

  • you made a scheduling error

How to write a meeting rescheduled email

Make sure you have a good reason for postponing before sending your email. You may then use the procedures below to compose an email to reschedule a meeting:

1. Begin with a greeting

Begin your email with a greeting, followed by the recipient's name. You might, for instance, write Dear Mary or Hello Jimmy. Alternatively, you can say Hello all if you're writing to a group of individuals. You might also include the impending meeting in your greeting to remind the receiver of the information, such as the day and time. This provides the receiver with adequate information about when the initial meeting was to take place.

2. Explain why you're sending the email

You can outline the meeting and the original date and time, after your salutation. Mentioning the encounter refreshes their memories and informs them as to why you're writing. When seeking to postpone the meeting after your opening, try to be as clear as possible.

Related: How to Write a Sick-Day Email Message With Examples and Tips

3. Request to reschedule the meeting

Submit a request to postpone the meeting. Inform the receiver that you still want to hold the meeting and that you simply change the day or time. Give them sufficient information on the cause for the rescheduling.

Make it clear to the receiver that you still want to meet and would like to reschedule the meeting for a later time or day. Include as much or as little information as you feel like offering or that's suitable for the occasion. For instance, you can write, Unfortunately, my boss scheduled an urgent corporate meeting at the same time or I am unable to meet today owing to a dire family health situation that requires immediate attention.

4. Inform them of your availability

Find a new meeting time once you've submitted your request to postpone the meeting. When you have a specific day and time in mind, ask them about their availability. You may also suggest alternative days and times that may be more convenient for them. It might be beneficial to provide different dates from which the receiver can pick to maximise their convenience and demonstrate your willingness to work with their schedule.

Alternatively, you might request that the other party provide times that are convenient for them. Consider including a link to your online calendar so that the recipient may see your availability. If you're postponing a meeting with numerous attendees, wait to hear from everyone about their availability before deciding on a new day and time. This ensures that everyone can attend the new meeting.

5. Conclude the email

Thank your receiver for their time and apologise for any inconvenience the rescheduling may have caused. An apology can demonstrate your gratitude for their flexibility and show your sincere interest to meet with them. Your conclusion can be as short as a phrase or two and may simply express your thankfulness, highlighting that you value the recipient's flexibility with your timetable.

6. Finish with a signature

Follow your name with a professional and formal sign-off, such as Sincerely or Best regards. You may also provide your phone number in case they have any concerns or want to discuss the rescheduling over the phone. Including a signature may reflect your professionalism while also providing a convenient location for people to find your contact information.

Related: Guide on How to Write an Email

Template

When sending an email to postpone a meeting, it's essential that you adhere to a specific structure. To reschedule a meeting, you can consider using the following template:

Dear [name],

I regret to notify you that I would like to reschedule our meeting for [reason for the meeting] on [day] at [hour]. [Optional explanation for why you need to reschedule the meeting.] Although I need to postpone it, I'd still like to meet to discuss [reason for the meeting].

I can meet on [preferred meeting day] at [preferred meeting time]. If this day and time are inconvenient for you, please let me know when and where you are available to meet.

Thank you for your time and kind consideration. I sincerely apologise for any trouble and inconvenience the rescheduling may have caused. I'm looking forward to meeting with you at a new date and time.

Best regards,

[Your name]

[Your contact information]

Related: What Is a Formal Email Format (With Steps and Example)

Rescheduling email examples

Once you've decided on how to construct your meeting rescheduling email, set a new time and day for when you'd want to meet and begin composing your email. You can refer to the following samples to help you write your own meeting rescheduling email:

Example 1

This example shows an email you may send to a client:

Dear John,

I regret to notify you that I would like to postpone our appointment to discuss your new building extension for 12 May at 9 a.m. Unfortunately, I have to attend to some unanticipated family commitments on that day. While I am going to postpone the meeting, I'd still like to meet with you to discuss your expansion plans.

I'm available to meet on 14 May at 3 p.m. or 4 p.m. If these dates or times do not work for you, please let me know when and where you are available to meet.

Thank you for your time and kind consideration. I sincerely apologise for any trouble and inconvenience the rescheduling may have caused. I'm looking forward to meeting with you at a new date and time.

Best regards,
Jennifer Lyn
+ 65 2222 2222

Example 2

Here's an example that shows a professional rescheduling a meeting with team members

Hi Team,

I need to postpone our team meeting for 11 March at 2 p.m. due to an urgent personal matter I have to attend to. Although I need to postpone it, I'd still like to meet to discuss our weekly objectives and delivery numbers.

I'd like to move it to 10 a.m. on 13 March. If you can no longer make this new time, I understand. Please let me know at your earliest convenience.

Thank you for being so accommodating. I sincerely apologise for any trouble the postponement may have caused.

Best,
Jake Flynn
+65 1111 1111

Tips

Look for ways to enhance the clarity and general structure of your meeting rescheduling email as you compose it. To help you draft an effective and professional meeting rescheduling email, consider the following suggestions:

  • Create a thorough topic line. Aside from a descriptive email, it's important to also have a comprehensive subject line that tells your recipients why you're writing to them. Write an informative subject line that contains crucial meeting information such as your name, the original date of the meeting and the name of the organisation.

  • Give early notice. Allow at least 24-hours' notice for meeting attendees. Sending your email ahead of time allows them to change their calendar and arrange alternative plans within the intended meeting time.

  • Provide alternative meeting times. Even if you have a preferred day and time for rescheduling, provide your recipients with a choice of alternate dates and hours. This increases your chances of finding a new time and date when everyone can meet.