Reschedule Meeting Email: 7 Templates (With New Times)

Professional meeting rescheduling email templates for different situations. Learn how to reschedule meetings politely and effectively.

What to Include in a Reschedule Email

A good reschedule email should include:

Essential elements:

• Apology: Acknowledge the inconvenience
• Original meeting time: Reference the scheduled meeting
• Reason (brief): Why you need to reschedule
• Alternative times: 2-3 specific time options
• Flexibility: Show willingness to accommodate

Helpful additions:

• Brief explanation if appropriate
• Multiple time options
• Offer to work around their schedule
• Promise to send new calendar invite

When to Use Each Template

Standard Reschedule: Use for most situations - professional with time options.

Brief Reschedule: Use for internal or casual meetings.

Reschedule with Reason: Use when a brief explanation is helpful.

Flexible Reschedule: Use when you want to accommodate their schedule.

Urgent Reschedule: Use for same-day or urgent reschedules.

Multiple Options: Use when you want to provide several alternatives.

Client Reschedule: Use for formal client meetings.

Subject Lines for Rescheduling

Standard format:

• "Re: [Original Subject] - Need to Reschedule"
• "Meeting Rescheduling"
• "Re: Meeting - Rescheduling"

Urgent:

• "URGENT: Need to Reschedule Meeting"
• "Re: Meeting - Urgent Reschedule"

With options:

• "Re: Meeting - Rescheduling Options"
• "Meeting Reschedule - New Times"

Best practices:

• Use "Re:" to maintain email thread
• Be clear about rescheduling
• Include date if helpful
• Keep it concise

Best Practices

• Give notice: Reschedule as far in advance as possible
• Offer options: Provide 2-3 alternative times
• Be flexible: Show willingness to accommodate
• Apologize: Acknowledge the inconvenience
• Update calendar: Send new calendar invite after confirmation

Common Mistakes to Avoid

Don't:

• Reschedule at the last minute without good reason
• Forget to offer alternative times
• Be inflexible about new times
• Forget to send new calendar invite
• Reschedule multiple times for the same meeting

Do:

• Give as much notice as possible
• Offer multiple time options
• Be flexible and accommodating
• Apologize for the inconvenience
• Send new calendar invite promptly

Best Practices

• Reschedule early: Give as much notice as possible
• Offer alternatives: Provide 2-3 specific time options
• Be flexible: Show willingness to work around their schedule
• Apologize appropriately: Acknowledge the inconvenience
• Follow up: Send new calendar invite after they confirm

Related Resources

For more guidance on meeting communications:

• Meeting Templates Hub - Browse all meeting email templates
• Meeting Request Email - Templates for requesting meetings
• Cancel Meeting Email - Templates for canceling meetings
• Inbox Zero Guide - Learn email management strategies
• Professional Email Templates - Other professional templates