Rescheduling a meeting can be a delicate task, but with the right approach, you can maintain professionalism while accommodating your needs. Whether it’s due to a scheduling conflict, unexpected event, or personal issue, effectively communicating the change is crucial. Below are three practical examples of rescheduling a meeting email to help you navigate this situation with ease.
In this scenario, you need to reschedule a meeting because of a conflicting appointment. This type of email is commonly used in professional settings.
I hope this email finds you well. I wanted to discuss our upcoming meeting originally scheduled for Wednesday, March 15th at 2 PM. Unfortunately, I have a scheduling conflict that I cannot avoid.
Would it be possible for us to move our meeting to Thursday, March 16th, at the same time? If that doesn’t work for you, I’m also available on Friday, March 17th, in the morning.
I apologize for any inconvenience this may cause and appreciate your understanding. Please let me know what works best for you.
Thank you!
Best regards,
[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]
Notes: Consider including a brief apology or gratitude for their understanding. Also, provide alternate dates/times to make rescheduling easier.
This example is suitable when an unexpected emergency arises, requiring a quick reschedule. It maintains transparency while being respectful of the other person’s time.
Subject: Request to Reschedule Our Meeting
Dear [Recipient’s Name],
I hope you’re doing well. I’m writing to inform you that, unfortunately, I have encountered an unexpected personal emergency that requires my immediate attention. Because of this, I will need to reschedule our meeting originally planned for Tuesday, March 14th, at 11 AM.
I sincerely apologize for the short notice. If possible, could we move our meeting to next week? I’m available on either Monday, March 20th, or Wednesday, March 22nd, at your convenience.
Thank you for your understanding, and I appreciate your flexibility. Please let me know what works best for you.
Warm regards,
[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]
Notes: In emergencies, aim to provide a quick response while remaining professional. Offering multiple options helps ease the rescheduling process.
Sometimes, a change in business plans requires you to push back a meeting. This example is suitable when you want to keep the conversation but need to adjust the timing.
Subject: Change of Schedule for Our Meeting
Hi [Recipient’s Name],
I hope all is well with you. I wanted to reach out regarding our meeting scheduled for Thursday, March 16th, at 3 PM. Due to a shift in project timelines, I would need to reschedule our discussion.
Could we possibly move our meeting to Friday, March 17th, at 10 AM? If that doesn’t work for you, I am also available in the afternoon on the same day.
I apologize for any disruption this may cause and am looking forward to our conversation. Thank you for your understanding!
Best,
[Your Name]
[Your Position]
[Your Company]
[Your Contact Information]
Notes: When rescheduling due to changes in plans, it’s helpful to be transparent about the reason. Always propose alternative timings to facilitate a smoother process.