How to Reschedule a Meeting by Email: 5 Examples

To reschedule a meeting, identify the appointment, say you need to move it, and offer new times. If the change will inconvenience the other person, acknowledge that plainly. You usually don’t need to describe every detail of the conflict.

Send the message as soon as you know the original time won’t work. If the meeting is about to start, use the contact method the other person is likely to see in time as well as email.

A straightforward request to move a meeting

Subject: Rescheduling our project review on 8 October

Hi Taylor,

I need to move our project review scheduled for Thursday, 8 October, at 2 p.m. A client issue now conflicts with that time.

Would Friday, 9 October, at 10 a.m. or Monday, 12 October, at 3 p.m. work for you? Both times are in London time.

Sorry for the change. I’ll update the invitation once we’ve agreed on a time.

Thanks, Alex

There are two things to check before sending: whether the new times are free on your calendar and whether the other person needs to involve anyone else. For a group meeting, a short scheduling poll may be easier than several rounds of email.

Moving a client meeting without delaying the work

Subject: New time for the brochure review

Hello Ren,

Could we move tomorrow’s brochure review to Friday at 11 a.m. Paris time? I need another day to incorporate the final product photos.

I’ll send the updated draft by Thursday afternoon so you can review it before we meet. The agreed print deadline is still achievable with that schedule.

Please let me know whether Friday works, or suggest another time before Monday.

Kind regards, Avery

The statement about the print deadline belongs in the email only if you’ve checked it. If moving the meeting changes delivery, explain the revised schedule rather than assuring the client that everything is unaffected.

Asking your manager to move a one-to-one

Subject: Could we move Thursday’s one-to-one?

Hi Jo,

The customer escalation review now overlaps with our Thursday one-to-one. Could we move ours to Friday morning?

I’m available between 9 and 11 a.m. I’ll send my project update beforehand, and there are no urgent decisions waiting on our conversation.

Thanks, Riley

If an urgent decision does depend on the meeting, name it and suggest a way to resolve it sooner. Moving a recurring conversation repeatedly can also leave important issues unaddressed; confirm the replacement time instead of simply deleting the event.

Rescheduling an interview

Subject: Request to reschedule the analyst interview

Hello Casey,

Thank you for arranging the analyst interview for Tuesday, 13 October. An unavoidable appointment now conflicts with the scheduled time, and I’d like to ask whether we could reschedule.

I’m available Wednesday after 1 p.m. or Thursday between 9 a.m. and noon, all New York time. I’m still very interested in speaking with the team.

I apologize for the inconvenience and appreciate your help.

Best regards, Sam

Contact the person coordinating the interview. You don’t need to share private medical or family information to explain that you are unavailable.

A change shortly before the start time

Subject: Today’s 3 p.m. call: rescheduling request

Hi Noor,

I’m sorry for the short notice, but I won’t be able to join our 3 p.m. call today because of an unexpected issue.

Could we speak tomorrow at the same time? If that doesn’t work, I’m also available Friday morning. I’ve sent you a message on our usual chat channel so you see the change before joining.

Sorry for disrupting your afternoon, Morgan

Mention a second notification only if you actually sent it. Once the new time is agreed, update the invitation and check that the meeting link and guest list are correct.

When rescheduling isn’t the right request

If you no longer need the meeting, say that and cancel it. Offering another date when you intend to decline only creates more work. Use a polite meeting decline when attendance isn’t necessary, or a meeting request when you need to propose a different discussion with a different purpose.