Understanding reschedule meeting emails
While it is normal for companies to schedule business meetings, it may be necessary to cancel them due to unforeseen circumstances. As the people attending will have set aside their time for the event, it is good etiquette to inform them of the cancellation and let them know when you are going to reschedule it. You can do this by sending a reschedule meeting email.
What is a reschedule meeting email?
An email for rescheduling a meeting is a polite and formal notification to all the attendees to inform them about the change in plans. The email provides a reason for the meeting cancellation and lets the recipients know when and where it will reconvene. It will also allow you to apologize for the inconvenience caused due to the rescheduling.
How to write a reschedule meeting email?
To write an email for postponing a meeting or rescheduling a meeting, you can take the following steps:
- Be descriptive in the subject line: Write your name, company name, and meeting date before the phrase ‘meeting cancellation’ or ‘meeting rescheduling.’ You want the recipients to know the reason for the email at a glance.
- Write a personalized email: Whether you want to postpone a meeting with a single person, it is essential to use their name. If you are sending it to multiple recipients, you can address it to ‘everyone.’
- Give advance notice: Unless it is unavoidable, try to cancel a scheduled meeting several days in advance. It will give people time to readjust their schedules.
- Apologize for the inconvenience: Begin the email by apologizing for the inconvenience that the meeting cancellation will cause them.
- Explain the reason for cancellation: Give a credible excuse for canceling the meeting. If it is due to circumstances beyond your control, say so. If it is due to personal reasons, explain briefly and apologize again.
- Provide a new date and time for rescheduling: To let the recipients know that you still want to meet with them, let them know when and at what time you would like to reschedule. Ask them if the new timing will suit them and be willing to adjust according to their schedule.
- Thank the recipient for their time and consideration: End the email by thanking the recipients for their understanding. Keep in mind that business people have busy schedules, and postponing and reconvening a planned meeting is not a simple matter. It may require them to make a lot of adjustments for you.
- Send the email at once: It’s not a good idea to wait until the last moment to dispatch it. Show consideration of the recipients’ time by sending the email as soon as possible.
- Follow up with a phone call: If you are canceling the meeting on short notice, follow the email with a phone call or message the recipients. Some people don’t check their email often and may have missed your notification.
- Follow up with an email to reschedule the meeting: Apologize again and remind them of the new meeting schedule. Ask the recipients to confirm their attendance.
Rescheduling meeting email template
If you are wondering how to reschedule a meeting, here are business templates that you can follow for formal and informal emails:
Formal email template
I regret to inform you that we will have to reschedule our upcoming meeting to a later date. While I was very much looking forward to talking with you in person, it is unfortunately not going to be possible on [give meeting date]. Due to [Provide reason for canceling the meeting], I have to be out of town.
I hope we can arrange a new meeting on [provide date]. Please let me know if this timing will fit in with your schedule. If not, I will be happy to discuss a time that is more favorable to you. Please call or email me at your convenience.
I deeply apologize for canceling our meeting on such short notice, and I hope very much that we will be able to meet and take things forward at another date.
Informal email template
I wanted to let you know that our meeting on [give the meeting date] is postponed due to [provide a reason for the cancellation]. I know it is on short notice, but, as you see, it is unavoidable.
I’m very sorry for the inconvenience this is going to cost you. It will be possible, however, to reschedule the meeting for later this week. I will let you know the new dates by tomorrow.
Reschedule meeting email sample
Dear Mr. Richardson,
I regret to inform you that I must cancel our forthcoming meeting about the Hotel Silver Star collaboration project on Nov. 16, 2020.
As you have no doubt heard, the recent earthquake in Indonesia caused considerable damage to our property, and I will need to be on-site for the next two weeks to oversee the clearance work. I apologize for the change in plans on such short notice; however, it is unavoidable.
I want to thank you in advance for your understanding of the situation, and I hope we can reconvene our meeting after I get back. I am flying out on the morning of the 16th and expect to be back by Nov. 30. Will it be possible to meet with you on Dec. 1 or Dec. 2? Please let me know by phone or email if any of these dates suit you or if you would like to reschedule for a different date.
Thank you once again, and I hope to meet you soon.
I’m writing to inform you that we won’t be meeting as planned on Tuesday, Nov. 17. The management has scheduled several other back-to-back project meetings this coming week, and they will require the venue on that day. We will have to postpone until Saturday, Nov. 21.
Please contact me by phone or email to confirm your attendance on the new date.