Sometimes, no matter how carefully you plan, things pop up that force you to shift your schedule. Meetings get moved. Conflicts arise. Priorities change. And when that happens, knowing how to send the right email can make all the difference.
You might need to reschedule because of a last-minute emergency, a double-booking, or a sudden deadline. No matter the reason, the tone and clarity of your message can help you keep things professional and respectful. That way, you avoid confusion and show you value the other person’s time.
Let’s look at how to write these messages the right way.
Sample Emails to Reschedule a Meeting
Here are sample emails for different scenarios. Whether you’re reaching out to a client, boss, teammate, or supplier, there’s an example that fits.
1. Rescheduling Due to an Urgent Conflict
Subject: Request to Reschedule Our Meeting
Hi [Recipient’s Name],
I hope you’re doing well. I wanted to let you know that an urgent matter has come up and I won’t be able to attend our meeting scheduled for [original date and time]. Would you be open to moving it to another day this week? I’m available on [insert two alternative time slots].
Thanks for your understanding. I appreciate your flexibility.
Best regards,
[your name and designation]
2. Rescheduling a Client Meeting Politely
Subject: Can We Move Our Meeting?
Dear [Client’s Name],
I hope this message finds you well. I wanted to check if we could shift our meeting originally set for [date] to a later time or another day. Something unavoidable has come up on my end.
Please let me know what works for you. I really value our discussion and want to give it the attention it deserves.
Sincerely,
[insert sender’s name and role]
3. Informal Request to Reschedule
Subject: Quick Change of Meeting Time?
Hey [Name],
Would you mind if we pushed our meeting to later this week? Something’s come up that I need to handle. I can do Thursday or Friday anytime after 1 PM.
Let me know what suits you best. Thanks so much!
Cheers,
[your name and title]
4. Rescheduling Due to Double-Booking
Subject: Apologies – Need to Reschedule
Hi [Recipient’s Name],
I just realized I have a scheduling conflict during our upcoming meeting. I’m really sorry about that. Could we reschedule for [suggest two time slots]?
Thanks for being flexible. I appreciate your time.
Warm regards,
[sender’s name and role]
5. Last-Minute Reschedule Due to Illness
Subject: Meeting Postponement Request
Dear [Name],
I’m not feeling well today and unfortunately won’t be able to attend our meeting. I apologize for the short notice. Can we look at rescheduling for later this week or early next week?
Thank you for understanding.
Kind regards,
[insert your name and title]
6. Reschedule with a Specific New Time
Subject: Meeting Time Change to [New Time]
Hi [Name],
Would it be possible to move our meeting to [new date and time]? A last-minute scheduling issue has come up on my calendar, and I want to make sure we still have time to connect.
Let me know if that works or if another time is better for you.
Thanks so much,
[your name and position]
7. Rescheduling with a Positive Tone
Subject: Can We Shift Our Meeting Slightly?
Hi [Name],
Hope you’re having a productive week. I wanted to check if we could move our meeting by a day or two. I had a few things reshuffle and want to ensure I’m fully present for our talk.
Would [suggest two new times] work for you? Looking forward to it either way.
Best,
[your name and designation]
8. Formal Request to a Senior Executive
Subject: Rescheduling Request for [Meeting Topic]
Dear [Executive’s Name],
I regret to inform you that I have a scheduling conflict at the time of our upcoming meeting. I deeply value our discussion and want to ensure I come fully prepared.
Would it be possible to reschedule for [date options]? I will prioritize this accordingly.
Thank you for your time and consideration.
Respectfully,
[insert sender’s name and role]
9. Rescheduling with Apology and Gratitude
Subject: Rescheduling Our Meeting – My Apologies
Hi [Name],
I want to sincerely apologize for needing to reschedule our meeting. Something unavoidable came up and I can’t make our original slot. Could we move it to [suggest alternative time]?
Thanks so much for your understanding and flexibility.
All the best,
[your name and title]
10. Rescheduling a Recurring Meeting
Subject: Adjusting Our Regular Meeting Time
Hey [Name],
Can we revisit the time of our weekly catch-up? Things have shifted a bit on my end, and I want to make sure we keep things productive.
How does [new proposed day/time] sound? Open to other suggestions too.
Thanks,
[your name and designation]
11. Quick One-Liner Reschedule
Subject: Can We Push Our Meeting?
Hi [Name], something came up — can we move our meeting to tomorrow or the day after? Let me know what works for you. Thanks!
[insert sender’s name and role]
12. Rescheduling Because of Client Request
Subject: Adjusted Meeting Time Per Your Request
Hi [Client’s Name],
Thanks for letting me know about your availability. I’ve updated our meeting to [new time] as requested. Looking forward to speaking then.
Best,
[your name and title]
13. Rescheduling With Calendar Invite Update
Subject: Updated Meeting Details
Hi [Name],
I’ve updated the meeting invite to reflect our new date and time: [insert new time]. Please check your calendar to confirm.
Thanks again for adjusting. See you soon.
Kind regards,
[insert sender’s name and role]
14. Moving a Meeting Because of a Deadline
Subject: Can We Reschedule? Deadline Clash
Hi [Name],
I’ve had a project deadline moved up unexpectedly and will need to shift our meeting. Could we reschedule for [suggest two times]?
Thanks for understanding. I truly appreciate your time.
Best,
[sender’s name and position]
15. Friendly Yet Professional Reschedule
Subject: Let’s Pick a New Time
Hi [Name],
Hope you’re well. Can we look at rescheduling our meeting? I’m juggling a few things this week, but I really want to catch up properly.
Would Thursday afternoon or Friday morning work for you?
Thanks so much,
[your name and designation]
16. Short and Direct Reschedule for Internal Team
Subject: Pushing Today’s Meeting
Team, I need to push today’s meeting due to an unexpected issue. Let’s regroup tomorrow at 11 AM unless that doesn’t work for anyone. Ping me if we need another time.
[your name and title]
17. Reschedule Due to Travel
Subject: Request to Reschedule – Travel Commitment
Dear [Name],
I’ll be out of town during our planned meeting time and wanted to check if we could move it to next week. I’m open on [list dates and times].
Thank you for your flexibility.
Warm regards,
[your name and role]
18. Apologetic and Sincere Reschedule
Subject: Meeting Reschedule Request – Sorry for the Inconvenience
Hi [Name],
I hate to do this, but I need to ask if we can move our meeting. Something pressing has come up. I know your time is valuable, and I’m really sorry for the short notice.
Can we try for later this week or early next? Please let me know what works.
Thanks so much,
[insert sender’s name and title]
19. Reschedule with a Calendar Poll
Subject: Let’s Pick a New Time Together
Hi [Name],
Looks like we need to move our meeting. To make this easier, I’ve shared a calendar link here [insert link] so you can pick whatever time works best for you.
Thanks for working with me on this.
Best,
[your name and role]
20. Casual Internal Meeting Reschedule
Subject: Quick Schedule Shift
Hey team, need to shift our sync-up to later in the week. How about Friday morning? Let me know if that causes issues.
Thanks,
[your name and designation]
Wrap-up: Email Templates for Moving Meetings
These emails show that rescheduling doesn’t have to feel awkward or unprofessional. With a clear message and the right tone, you can keep things running smoothly and maintain strong working relationships.
The next time you need to move a meeting, come back to these samples. They’ll save you time, help you sound confident, and show that you value the other person’s schedule just as much as your own.