In business world and even in life, everything can’t always be smooth. There’s no way every agreement, every plans and scheduled appointments can be done as we all expected. Under few circumstances, regardless of whether we cause them or not, we have to make changes to our planned timetable. Thus, a reschedule meeting email might help you a lot in work!
That means the other parties (our teammates, partners, customers, etc) must adjust theirs too. Sometimes, this might cause them certain troubles, uncomfortableness and inconvenience. Therefore, we have to notice them about this immediately by a reschedule email to let them understand and make sure they are fine with those changes.
So exactly what is a reschedule appointment email?
Reschedule email is an official and polite notice to withdraw from a scheduled appointment. We write it in order to reschedule our (either online or offline) meeting.
Firstly, sending this email is a formality. Secondly, it is also a sincere way to notify our recipients of the change in plans and apologize for any inconvenience in advance.
Although many people think that a phone call would be the faster way to terminate an appointment, writing an email is indeed often more convenient and suitable.
Types of a reschedule meeting email
We will try to list some typical situations when you ought to send a reschedule appointment mails:
- You can’t make it to the appointment because your health condition is bad ( you are ill, you are in the hospital)
- Your plans have changed so that the appointment is not relevant anymore
- You need to be somewhere else due to emergency issues
- Another changes in your schedule made it impossible to attend the meeting
- An error in scheduling has occurred and there is no available time or room slot for the meeting
The types of appointment could be anything from a business meeting, an event to a job interview.
Format of a reschedule meeting email
To write this email as sincere as it should, put yourself in the other’s shoes. Imagine all the inconvenience, wasted time and money this might cause them. You must try to milden their dissatisfaction through much politeness and apology. Thus, the key rules here are: politeness, reasonableness and timeliness.
Step 1 Clearly describe changes
When terminating an appointment, you should give a clear notice immediately. It’s just a simple sentence such as: “I am sorry to inform that I won’t be able to attend our meeting tomorrow.”
Step 2 Provide a good explanation
Certainly, you must explain why you cannot attend. If this part is lacking, your customers, partners, bosses, etc may start to think that you are not a reliable person. However, there’s no need to write a very detailed explanation. In order to keep the email brief and to-the-point, just give them a short but reasonable reason.
Step 3 What’s the solution?
You also need to suggest another appointment. Proposing a new time to reschedule means that meeting this person is still important to you. Despite of the unexpected need to terminate it, you are still interested in the appointment.
You had better provide several options from which them can select an alternate day and time. Since you are the one who need to apology, stay open to counter-proposals and give your recipient possibility to adjust the schedule.
A small note: Group alternatives in logical order to show professionalism.
Example: “I’m available on Friday, August 24, and Monday, August 27, from 8 am until 11 am each day. I’m also available on Wednesday, August 29 and Friday, August 31, from noon until 5 pm each day”
is much better instead of writing: “I’m available every afternoon, except the next Tuesday and Thursday.” even it seems much shorter.
Step 4 End the email with apology and appreciation
At the end of your email, you must say both sorry and thank to the person for his or her consideration of your situation. This shows your respect. Appreciate the fact that they will have to spend time reading your email and maybe even compromise their plans because of you. Especially for business people, making adjustments in a schedule is not easy at all.
- Please accept our sincere apologies
- I’m sorry for any inconveniences this has caused you and your team.
However, an apology can also be inserted at the first few lines of the email.
“We are sorry to inform you that I cannot make it on time for our meeting on this Friday”,
“On behalf of the team, I apologize…”,
Words & phrases
Words and phrases often used when rescheduling appointments which may confuse non-native English speakers are:
To take place at a time later than expected or originally scheduled
- I postponed the meeting until Thursday.
- The meeting has been postponed until Friday.
Happening at a later time than expected or originally scheduled
- Our flight from Taipei to Beijing was delayed by 2 and half hours.
- Some problems delayed the release of the product.
Move forward means you move an appointment to advance (an earlier time or date).
- Can we move the date of our meeting forward?
- They moved the date of the event forward to Monday.
In contrast to move forward, this means to move a meeting to a later time or date.
- I’m afraid that we have to move the meeting back.
- They’re arriving later than we expected, so we have to move the start back.
Frequently, there’s confusion about words listed above with English non-native speakers. Therefore, taking a detailed look at the meanings of these commonly used words and phrases will help you so much when writing a reschedule email and other kinds of business emails. To understand well how to use these words properly in every case, you should watch sample videos where they are used. Just use eJOY Go’s Word Hunt – where you can find dozens of videos including exact words you are searching for. We only need to click “Say It” button and say it out loud, useful samples will appear immediately!
Example #1: reschedule meeting email sample to business partner
I’m afraid I have to request to reschedule our meeting of afternoon August 22 because I have to travel to LA that day to resolve some urgent work. May I suggest August 27 at 4:00 PM? Even if it’s not ok, I am willing to work around your schedule. I will use the extra time to think about contract changes you requested.
I’m so sorry for any inconveniences this may cause you. I am looking forwards to your confirmation as soon as possible.
Example #2: less formal reschedule appointment email sample to colleagues
Due to a meeting room problem, the time of the project kick-off meeting has to be changed from Tuesday, August 21st at 2 pm in room A3 to Thursday August 23rd at 16:00 in room 324.
Sorry for any inconvenience. If you have any question, please feel free to contact me.
Example #3: Reschedule job interview email
I am writing this to inform you that I got an interview notice for the position of Creative Director at your company yesterday via email. My interview has been decided at 2 pm on Tuesday September 4, 2018. Unfortunately, I am not possible to attend at that time as I have made an appointment with my doctor.
I extremely apologize for asking the rescheduling of my job interview.
I appreciate so much if you can reschedule my interview to any another time as I am available every day after the specific day.
I am very eager to attend the interview and work with your company. I hope you will consider my request and reschedule the interview to another date. I am looking forward for a positive response.
Things to keep in mind
1 Send your mail as soon as possible
The sooner you send the mail, the easier it will be for your recipient to make changes in their schedule, and the more chances they will be able to do so. In absolutely no case should you postpone sending your email for cancelling a meeting until the very last minute.Do not linger over your email once you’ve written it.
2 Call them if needed
In urgent cases, if you want to be 100% sure that your recipients has received the notify, you can also directly call them on the phone besides sending emails. In most cases, sending an email is sufficient.
3 Write it yourself
Since this is somehow a type of apology mail, do not leave this task to your assistant if you tend to. At least, the email must be sent from your own email address.
4 One extra advice
When you eventually meet them, thank them for their patience directly and show how much you appreciate the opportunity to get together.
Having to reschedule appointments is a thing everyone has to do occasionally. The keys is to make sure you have a good reason, always be pro-active in suggesting another time, as long as be straightforward and polite.
Learn how to write other types of business emails which may help you so much in work in our other blog posts: