11 examples of email requests to reschedule a meeting (2023)

11 examples of email requests to reschedule a meeting (1)

There's always a chance something will come up and get in the way of a planned meeting. In this case, it is essential to create a proper request to reschedule a meeting via email.

Different scenarios can require very different types of sound or language. Of course, it's up to you to decide how professional or casual you want to appear, but here are some general rules you can follow to make a good impression every time.

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How do I request a meeting to be rescheduled?

  • Be meaningful in the email subject line- Be sure to state the purpose of your email in the subject line, otherwise it may go unnoticed until it's too late. It should be short but contain relevant details.

  • Warn as early as possible- Nobody likes to change their schedule at the last minute. Respect the other person's time by giving at least 24 hours notice. If you are running late, it is important that you send them a message to let them know you have remembered the meeting and are on your way.

  • Provide specific date and era alternatives- Since you are the one requesting a change, you must provide specific alternatives to the proposed postponed meeting. Offer a few different options so they can choose the one that works best for them. If you let them suggest an alternative, make sure your schedule is free enough to accommodate their suggestions.

  • Offer a substitute form of communication- If it is too difficult to reschedule an appointment at a specific location, consider holding the meeting by phone or video call.

  • Be sincere in your apology and express your gratitude.- Apologies for any inconvenience this may have caused the other party and thank them for considering your request. A sincere apology goes a long way to removing any frustration caused by a postponed meeting.

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Sample rescheduling email request

Please reschedule E-Mail 1

dear { formtext: name=Alex; columns=9},

Regarding our meeting tomorrow at {formtext: name=time1; cols=5}, unfortunately because of {formtext: name=reason; columns=6}. I'm wondering if it's possible to reschedule our meeting on {formdate: LL; name=date1}. If this doesn't work with your schedule, one of these schedules would be suitable: {formdate: LL; name=date2}, {form date: LL; name=date3} or {formdate: LL; name=date4}?

I sincerely apologize for any inconvenience and would be grateful if you could find an alternative date.

Sincerely, Warren B. Thornhill


Sample email for rescheduling a meeting

Email request to reschedule 2

Hello {formtext: name=Alexa; columns=9},

Unfortunately {formtext: name=reason; cols=6} has occurred and I can no longer attend our meeting on {formdate: LL; name=date1}.

Please confirm if you are available for one of the following alternative times: {formdate: LL; name=date2}, {form date: LL; name=date3} or {formdate: LL; name=date4}?

Please accept my apologies and write to me as soon as possible.

Atentamente, Warren B. Thornhill

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Request to reschedule meeting via email - scheduling conflict

Email request to reschedule 3

Dear { formtext: name = Sharon; columns=9},

I regret to inform you that due to a conflict in my schedule, I have to request that we reschedule our originally for {formdate: LL; name=date1}.

Let me suggest { shape datum: LL; name=date2} as a suitable alternative. I will be available all afternoon so feel free to let me know when best fits your schedule.

I apologize for any inconvenience. However, I am looking forward to meeting you, so please contact me as soon as possible.

Danke, Ollie G. Barron


Request an email to reschedule the team meeting

Email request to reschedule 4

Dear { formtext: name=Francis; columns=9},

I am writing to you about the for {formdate: LL; name=date1}. Unfortunately due to {formtext: name=reason; cols=6}, the meeting cannot continue as originally scheduled.

Check out the alternatives below and let me know which one fits your schedule. {formtext: name=time1;cols=5}, {formdate: LL; name=date2}{form text: name=time2;columns=5}, {form date: LL; name=date3}{form text: name=time3;columns=5}, {form date: LL; name=date4}

I appreciate the time I took to prepare for this meeting and I apologize for any inconvenience this may cause you. Thanks for understanding.

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Sincerely, Ollie G. Barron


Request to reschedule the meeting to another time

Email request to reschedule appointment 5

hello { text: name = clark; columns=9},

I'm wondering if it's possible to reschedule our meeting for tomorrow at {formtext: name=time1; columns=5}. I have to {formtext: name=reason; cols=6} and we have no choice but to ask for a move.

Would the {form datum: LL; name=date1}? If not, please let me know what works best for you and I'll work it into my schedule.

I am very sorry for the problems this has caused you. I hope we find a new time that works for both of us. Thanks for understanding.

All the best, Ollie G. Barron


Request to postpone meeting due to unforeseen circumstances

Appointment change request by e-mail 6

dear { formtext: name = Cynthia; columns=9},

Due to unforeseen circumstances, I have to request that our meeting be rescheduled at {formtext: name=time1; cols=5} on {formdate: LL; name=date1} to be moved. I apologize for the inconvenience and hope we can find a suitable alternative.

I suggest that for {formtext: name=time2; columns=5} {form date: LL; name=date2}. If that doesn't work for you, let me know if a tag between {formdate: LL; name=date3} and {formdate: LL; name=date4} suits your schedule.

Please accept my apologies again. I hope to speak to you soon.

Sincerely, Ollie G. Barron


Reschedule the meeting email with alternate dates

Appointment postponement request by e-mail 7

dear { formtext: name=Allie; columns=9},

Unfortunately we have to cancel our meeting at {formtext: name=time1; cols=5}, the {formdate: LL; name=date1} because of {formtext: name=reason; columns=6}. I am very sorry for the late notification, but the situation is beyond my control.

Do one of the following { formdate: LL; name=date2}, {form date: LL; name=date3} or {formdate: LL; name=date4} are you okay with that? If not, I'm open to your suggestions.

Thank you for your understanding.

Sincerely, Ollie G. Barron

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Please reschedule the meeting in two hours

Email request to reschedule 8

hello {formtext: name=Daniel; columns=9},

Can we postpone tomorrow's meeting by two hours? I hate to ask this at the last minute, but {formtext: name=reason; cols=6} popped up and I just can't get there at the scheduled time.

If not, let me know if it's more convenient for you to talk on the phone or on the computer. I'm open to anything you suggest.

Thanks very much! Ollie G Barron


In short: E-mail with the request to postpone the date

E-mail request for appointment postponement 9

Dear { formtext: name=Carol; columns=9},

I would like our meeting on {formtext: name=time1; columns=5}, {form date: LL; name=date1} to {formtext: name=time2; columns=5}, {form date: LL; name=date2}, due to {formtext: name=reason; columns=6}.

I apologize for any inconvenience this has caused you. Please let me know if the suggested timing doesn't work for you.

Sincerely, Ollie G. Barron


Reschedule the meeting due to an unforeseen scheduling conflict

E-mail request for rescheduling 10

Dear { formtext: name=Emily; columns=9},

I am writing to inform you that I am no longer at our meeting on {formtext: name=time1; columns=5}, {form date: LL; name=date1} due to an unforeseen scheduling conflict.

Please accept my apologies for the inconvenience caused. It would be very desirable if it were possible to set the date to {formtext: name=time2; columns=5}, {form date: LL; name=date2} or any other day of the week.

Sincerely, Ollie G. Barron


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Request an email to reschedule the annual meeting

E-mail request for rescheduling 11

Hola {formtext: name=Kristin; columnas=9},

Due to unavoidable circumstances, our annual project review meeting will be postponed from {formtext: name=time1; columns=5}, {form date: LL; name=date1} to {formtext: name=time2; columns=5}, {form date: LL; name=date2} in meeting room 2.

Can you confirm if you are on {formdate: LL; name=date2}?

Thank you very much for your understanding. We look forward to your presentation of our key projects.

Sincerely, Warren B. Thornhill Executive Director, Special Projects



Sometimes things come or change, so it's important to be flexible. Changing scheduled meeting times is something you need to deal with. There are many ways to compose a reschedule meeting email. Here we provide some templates to help you get started. We truly believe that Text Blaze can help you.

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